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Blog Business

How to Write Winning Business Proposal: Examples & Free Templates (2024)

By Aditya Sheth , Jan 25, 2024

How to Write Winning Business Proposals

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

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

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

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

What is a business proposal.

  • How to write a business proposal step by step

What should you include in a business proposal?

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

  • FAQs about business proposals

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

An effective business proposal is a document used by a B2B or business-facing company (this may not always be the case, but most B2B SaaS companies do so) where a seller aims to persuade a prospective buyer into buying their goods or services.

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

general business proposal template

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

simple business proposal project proposal template

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

social media marketing business proposal template

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

How to write a business proposal step by step

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

Table of contents

Executive summary, the problem statement, the proposed solution, qualifications, the timeline, pricing, billing, and legal, terms and conditions, the acceptance.

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

Business proposal title

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

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

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

Gray Business Consulting Proposal Template Cover Page_Venngage

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

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

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

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

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

Creative Social Media Business Proposal Template Table of Contents

You can also make your business proposal template easier to navigate by adding hyperlinks to the document, particularly in the table of contents. This way your clients can jump to specific sections without having to scroll through the entire document. 

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

Proposal-ToC-Example

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

The goals of your executive summary are:

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

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

Gray Business Consulting Proposal Template About Us

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

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

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

 A well-defined problem statement does two things: 

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

Texture Business Proposal Template

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

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

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

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

Sales Plan Proposal Table Template_Venngage

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

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

business proposal qualifications section

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

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

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

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

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

Abstract Business Consulting Proposal Template Timeline_Venngage

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

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

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

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

Bold Business Proposal Template Pricing Page_Venngage

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

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

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

Modern Business Proposal

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

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

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

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

Orange-Simple-Project-Proposal-Template

A business proposal usually aims to answer the following questions: 

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

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

business project proposal template

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

Generally, there are three types of business proposals:

1. Formally solicited 

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

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

2. Informally solicited 

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

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

3. Unsolicited 

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

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

corporate business proposal example

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

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

1. Know your audience 

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

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

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

2. Put your brand front and center

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

content marketing plan business proposal example

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

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

You can also consider this sample business proposal template:

Example of a Business Proposal

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

3. Try less text, more visuals

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

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

Social Media Plan Proposal Template

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

Check out this formal business proposal format for some inspiration:

Red Human Resources Consulting Proposal Template Team

4. Switch up your business proposal designs

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

Simple Business Proposal Example

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

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

SEO Marketing Proposal

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

FAQ about business proposals

What is the purpose of a business proposal.

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

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

What are the best practices for business proposal design?

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

How long should your business proposal be? 

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

one page business proposal template

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

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

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

Project Business Proposal

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

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

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

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

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

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

  • 31 Consulting Proposal Templates to Close Deals
  • How to Write a Project Proposal [10+ Templates]
  • 20+ Professional Business Letterhead Templates + Branding Tips
  • How to Write a White Paper [Tips & Templates]

How to Write a Business Proposal [Examples + Template]

Meredith Hart

Published: December 05, 2023

Free Business Proposal Template

how to write a simple business proposal template

Propose your business as the ideal solution using our Free Business Proposal Templates.

Thank you for downloading the offer.

Here's what every new business owner needs: an extra 8 hours in the day, an endless supply of coffee, and, most importantly, a really strong business proposal.

how to write a business proposal: image shows a person holding a pen and another person typing on a laptop

A business proposal can bridge the gap between you and potential clients. Done correctly, and it will outline your value proposition and persuade a company or organization to do business with you.

Here, we'll take a look at the various kinds of business proposals and go over how to write one. We’ll also see some ideas and examples to help guide yours.

Know exactly what you need? Jump to one of the following sections:

What is a business proposal?

Types of business proposals, how to write a business proposal, business proposal templates, business proposal example, tips for writing a business proposal, business proposal ideas.

A business proposal is a formal document that’s created by a company and given to a prospect to secure a business agreement.

It's a common misconception that business proposals and business plans are the same. However, a proposal helps you sell your product or service — not your business itself.

Think of it this way: instead of assisting your search for investors to fund your business, a proposal helps you seek new customers.

Follow Along With HubSpot's Business Proposal Template

business-proposal

Download the Template for Free

There are two types of business proposals: unsolicited and solicited.

  • Unsolicited Business Proposals : With unsolicited business proposals, you approach a potential customer with a proposal, even if they don't request one, to gain their business.
  • Solicited Business Proposals : Solicited business proposals are requested by prospective clients so that they can decide whether to do business with your company.

In a solicited business proposal, the other organization asks for a request for proposal (RFP). When a company needs a problem solved, they invite other businesses to submit a proposal that details how they'd solve it.

how to write a simple business proposal template

Propose your business as the ideal solution using our Free Business Proposal Templates

  • Problem summary
  • Proposed solution
  • Pricing information
  • Project timeline

You're all set!

Click this link to access this resource at any time.

Fill out the form to get your template.

Whether the proposal is solicited or unsolicited, the steps to create your proposal are similar. Make sure it includes three main points:

  • A statement of the organization's problem
  • Begin with a title page.
  • Explain your why with an executive summary.
  • State the problem or need.
  • Propose a solution.
  • Share your qualifications.
  • Include pricing options.
  • Summarize with a conclusion.

Before writing your business proposal, it's crucial you understand the company. If they've sent you an RFP, make sure you read it carefully, so you know exactly what they want.

I recommend having an initial call or meeting with any new clients to ensure you fully understand their objectives. Ask open-ended questions to understand not just what they want, but why they want it.

Once you've done your research, it's time to begin writing your business proposal. While there's no one-size-fits-all approach to writing a business proposal, there's several elements most proposals include. (I designed this example business proposal using Canva .)

1. Begin with a title page.

You have to convey some basic information here. Introduce yourself and your business. Be sure to include:

  • Your company's name
  • The date you submitted the proposal
  • The name of the client or individual you're submitting the proposal to

Your title page should reconcile engagement with professionalism. I think of it as your first tone-setter, so you need to make sure yours is sleek, aesthetically appealing, and not too "out there."

Here's an example of what a business proposal template looks like when done right:

How to Write a Business Proposal: Business Proposal Example Title Page

The executive summary details exactly why you're sending the proposal and why your solution is the best for the prospective client.

Specificity is key here. Why are you the best choice for them?

Like a value proposition, your executive summary outlines the benefits of your company's products or services and how they can solve your potential client's problem.

After reading your executive summary, the prospect should offer a clear idea of how you can help them, even if they don't read the entire proposal. Here's what one should look like:

How to Write a Business Proposal: Sample Executive Summary

3. State the problem or need.

This is where you share a summary of the issue impacting the potential client. This is your opportunity to show them you understand their needs and the problem they need help solving.

How to Write a Business Proposal: Example Event Overview

In the example above, I included several signals to showcase my expertise – that I've been in the photography biz for 10 years, that I've worked with over 500 clients, and that I've been featured a number of publications. 

As you approach this section, focus on presenting yourself as an authority. Consider leveraging tools like:

  • Case studies
  • Client testimonials
  • Relevant awards
  • Industry accreditations

6. Include pricing options.

Pricing is where things can get a bit tricky, as you don't want to under or over-price your product.

How to write a business proposal: Include Pricing Options

The pricing section of your proposal could include:

  • A detailed pricing breakdown, including packages, tiers, and add-ons or optional services
  • How product features and benefits align with pricing choices
  • Pricing for different needs and budgets
  • How your pricing compares with competitors
  • An FAQ section to respond to anticipated objections and explain your pricing strategy

7. Summarize with a conclusion.

After sharing the above information, simplify it all into one final section.

  • First, briefly summarize the proposal. Be sure to share your qualifications and why you’d serve as the best choice.
  • Then, to prompt further conversation, confirm your availability to go over the next steps.
  • At the end of the proposal, the goal is to have the client ready to work with you. So, be sure to offer your contact information for easy follow-up.

In need of some inspiration before you begin writing? Here are example business proposal templates from popular business proposal software companies you can use to help create your proposal.

1. HubSpot's Free Business Plan Templates

HubSpot Business Proposal Template

Download these Templates

We know how crucial a great business proposal is to your and your client’s success. That's why we've compiled 2 Free Business Proposal Templates for you to use and customize for any of your projects.

You'll gain access to a concise, one-page template (pictured above), as well as a longer template for you to refine your plan and proposal.

Download the templates now to get started on building your proposal.

What We Like

The one-page template is clear, straightforward, and easy to read — without skipping on the key elements of a business proposal. This format is especially useful for busy clients who appreciate brevity and clarity.

2. Web Design Proposal

Business Proposal Templates: Web Design

With advertising on social networks projected to reach $82.23 billion dollars in 2025 , it's in your business's best interest to have a plan for growing your client's social media presence.

To help you in that effort, the information in this social media marketing proposal includes an executive summary to help introduce your high-level ideas, an assessment of the client’s company to show your diligence, and a breakdown of billing to show how your company charges for posting, content creation, and analytics.

This template includes all the bells and whistles of a social media proposal packaged in a fun yet professional design. It also includes helpful writing instructions under each section.

8. Content Marketing Proposal

Business Proposal Templates: Content Marketing

Business proposal templates are helpful places to get started, but what should your business proposal look like when it's complete? This template should inspire you.

When pitching your content marketing services to clients, this template can help you organize your ideas. While it walks you through initial objectives and how to communicate your prospected results, one of the most helpful parts of this template is the pricing ideas it gives you when charging for your services.

In the business template example below, Social Portal Consulting (SPC) pitches a marketing proposal to Graphic Bean. At first sight, this proposal appeals to the creative. I recommend going a step forward and designing the layout in your or your client’s brand colors.

Business Proposal Example: Social Media

Besides the design, the social media icons quickly tell the prospect what platforms Social Portal is pitching. Because we see Facebook, Twitter, Instagram, and Pinterest icons, the client instantly knows that this proposal doesn’t include LinkedIn, YouTube, or other platforms.

While maintaining its design, this example outlines Social Portal Consulting’s plans efficiently. It begins by providing insight into Graphic Bean and its goals before elaborating on how SPC can leverage its expertise to help them achieve them.

This business proposal template includes an easy-to-follow timeframe for goals and objectives while keeping the client abreast of how payment will happen across the project.

Overall, this is an excellent example of how to combine the elements of social media marketing into a creative and concise business proposal. Finally, we'll leave you with some business proposal ideas to get you started on your own.

  • Start with an outline.
  • Keep it simple.
  • Stay on brand.
  • Quality control.
  • Include data and visuals.
  • Add social proof.
  • Use a call-to-action.
  • Create a sense of urgency.
  • Make the decision for them.
  • Incorporate video into your proposal.
  • Include up-sell and add-on opportunities.
  • Clarify your terms and conditions.
  • Include a space for signatures to document agreement.
  • Create a table of contents.

1. Start with an outline.

If you want to produce a thoughtful, effective business proposal, you need to have some idea of what you're hoping to achieve with it.

Before I dive into writing a proposal, I always outline the major sections of the proposal that I want to include. That way, I can stay focused and make sure my message stays intact as I write.

Use these free business proposal templates to make sure that your outline includes everything you need.

2. Keep it simple.

Ultimately, there's no definitive blueprint for how long a business proposal has to be. Yours should be however long it takes to convey the information you want to get across.

That said, I'm a firm believer in quality over quantity, especially when it comes to business proposals. Keep your sentences short and simple, and avoid including too much business jargon.

You want anyone who picks up your proposal to make sense of it. So, be straightforward and don't get too fancy. Aim for substance over flash.

3. Stay on brand.

Don't be afraid to let your company's personality shine through in your proposal. Stay true to your brand and show the client what sets you apart from your competitors.

4. Quality control.

I've made it a habit to add an editing/QA step in my writing process. During this step, I do a quick spelling and grammar check before hitting send.

So, as you draft your proposal, and after checking for the basics, keep scanning this document until it's just right.

Check to make sure your proposal:

  • Meets client needs and expectations
  • Highlights your value proposition
  • Is well-structured and easy to read or skim
  • Complies with legal, ethical, and regulatory requirements
  • Looks professional and engaging

5. Include data and visuals.

You want your business proposal to capture your prospect's attention and help set you apart from any other ones they might have received. One of the best ways to do that is to include hard, quantitative data that helps stress the value of your business.

Use relevant, compelling figures that highlight what you have to offer. This can establish authority and make your proposal more convincing. It also helps to include visuals such as charts and graphs to enhance your proposal.

6. Add social proof.

From my experience, you can only be so convincing when you're personally talking up how great your business is — which is why adding social proof is key to establishing credibility.

At the end of the day, prospects are skeptical. They may not take you at your word. But they'll likely trust peers and fellow customers. That's why including elements like customer quotes and testimonials can go a long way.

7. Use a call-to-action.

I've learned that the best proposal in the world can only take you so far if you don't clearly define the next steps. That's why you have to make sure the reader knows what to do after reading your proposal.

A clear call-to-action is the best way to get there.

Define and highlight exactly what they should do to act on the interest your proposal has generated. Without that guidance, you might leave your reader in limbo.

HubSpot customers : Use this CTA builder to create powerful customized CTAs.

8. Create a sense of urgency.

No one wants to feel as if they missed out on a great opportunity. From my experience, prospect tend to drag their feet and put off making a decision if there isn't a sense of urgency.

So, as you create your business proposal, your goal should be to add a degree of urgency. When prospective clients read your business proposal they should feel that the best time to sign up for your service is now .

One way I accomplish this is by stating short and long-term goals for their business. They'll have to wait for the long-term goals, but I make the short-term goals so enticing that they'll be ready to begin a collaboration.

9. Make the decision for them.

Craft your copy in a way that seems like saying "no" to the proposal would be stepping over dollars to pick up pennies. Your offer should go above and beyond their expectations. Do everything in your power to remove friction and objections along the way.

10. Incorporate video into your proposal.

If you're creating an online proposal using document file formats like PDF, add multimedia elements. This will enhance the proposal experience, make your document richer, and keep them engaged.

Try adding a video at the beginning as an intro to your proposal. Or, put a video in the project breakdown to verbally discuss some of the more confusing parts.

Extras like this can make an impression. This tip works especially well with prospects who are visual or auditory communicators.

Pro tip : HubSpot Video makes it easy to record and embed video into a website or email for a big proposal boost.

11. Include up-sell and add-on opportunities.

They say you won't receive unless you ask. And readers won't explore the upper tiers of your solutions if you don't give them the opportunity.

So, share some upsells and add-ons about your business that they can act on. Call out a specific pain point and how this extra can add value.

With this step, balance is important. Show them everything your business has to offer without overwhelming your recipient.

12. Clarify your terms and conditions.

Your business proposal should include details on your project timeline and payment schedule. This summary is basically what you and the client agree to if they accept your proposal.

How to write a business proposal: Example Terms and Conditions

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Sales | How To

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

Published February 27, 2023

Published Feb 27, 2023

Jess Pingrey

REVIEWED BY: Jess Pingrey

Bianca Caballero

WRITTEN BY: Bianca Caballero

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Free Business Proposal Template

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

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

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

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Free Sales Business Proposal Template

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

1. Determine Sales Proposal Requirements

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

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

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

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

Visit ClickUp

ClickUp project management board (Source: ClickUp )

2. Gather Necessary Information

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

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

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

A screenshot of HubSpot's deals and opportunities pipeline

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

A screenshot of HubSpot's sales documents library

HubSpot’s Sales Documents library (Source: HubSpot )

3. Design Your Proposed Solution

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

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

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

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

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

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

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

4. Calculate Pricing

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

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

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

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

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

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

5. Draft Your Proposal

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

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

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

Table of Contents

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

Executive Summary

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

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

Company Background

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

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

Scope of Work

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

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

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

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

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

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

Pricing or Price Estimate

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

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

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

Conclusion, Terms & Appendix

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

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

6. Edit Your Proposal Draft

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

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

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

A screenshot showing an example of Grammarly Business' in-line writing suggestion

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

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

A screenshot showing several business proposal templates in Canva

Canva’s sales proposal templates (Source: Canva )

7. Send Your Proposal

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

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

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

8. Follow Up With Your Recipient

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

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

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

Best Practices in Writing Sales Proposals

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

Keep It Simple

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

Outline Major Sections & Pertinent Information

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

Add Data & Visuals

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

Pro tip: Maximize the use of visualization tools from your CRM. For example, Pipedrive allows you to create a sales flow chart based on reports, making it easier to generate the best data to make your offerings more appealing.

Visit Pipedrive

Increase Credibility With Social Proof

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

Use a Call to Action (CTA)

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

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

Stay True to Your Brand

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

Bottom Line

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

About the Author

Bianca Caballero

Find Bianca On LinkedIn

Bianca Caballero

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

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How to Write a Business Proposal — 2022 Guide and Template

how to write a simple business proposal template

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

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

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

What to expect with this business proposal guide

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

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

How to write a business proposal

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

What is a business proposal ?

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

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

What are the different types of business proposals?

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

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

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

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Differences between a business proposal and a business plan

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

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

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

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

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

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

What goes into a business proposal?

Your business proposal should address the three Ps:

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

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

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

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

Table of contents

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

Executive summary

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

Statement of problem, issue, or job at hand

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

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

Approach and methodology

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

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

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

Qualifications

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

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

Schedule and benchmarks

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

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

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

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

Cost, payment, and any legal matters

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

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

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

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

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

How long should a business proposal be?

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

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

Make your pitch stand out with SBA-approved business plans. All the info investors and lenders need to evaluate your business. Get LivePlan.

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

Editor’s note: This article was originally written in 2018 and updated for 2021.

AvatarBriana Morgaine

Briana Morgaine

BrianaMorgaine

Briana is a content and digital marketing specialist, editor, and writer. She enjoys discussing business, marketing, and social media, and is a big fan of the Oxford comma. Bri is a resident of Portland, Oregon, and she can be found, infrequently, on Twitter.

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how to write a simple business proposal template

How to Write a Business Proposal (Examples & Templates)

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

how to write a simple business proposal template

John McTale

11 minute read

How to write a business proposal

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

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

First, see a business proposal example created with Storydoc:

Static business proposal presentatio

Interactive

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

What is a business proposal ?

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

Here's how to write a business proposal:

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

1. Create a title page

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

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

Business proposal title page example:

Jane Atkins ABC Company Inbound Marketing Proposal for Acme Corp

ACME logo

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

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

2. Include an interactive table of contents

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

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

Sample table of contents:

Executive Summary

Assessment and Project Overview

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

Qualifications and Testimonials

Terms and Conditions

Agreement and Rollout Process

3. Write a compelling executive summary

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

Sample executive summary for a business proposal:

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

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

4. Identify the problem and propose a solution

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

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

Sample project overview in a business proposal:

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

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

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

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

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

5. Explain your methodology

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

Example #1:

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

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

Example #2:

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

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

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

Business proposal sample—methodology:

METHODOLOGY

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

Internal Linking Optimization

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

Digital PR Assets

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

Digital PR Outreach

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

6. Back up your proposal with proof of qualifications

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

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

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

7. Outline your pricing options

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

Sample pricing for a business proposal:

Sample pricing for a business proposal

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

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

Interactive ROI calculator example

How to write a business proposal - interactive ROI calculator

8. Finish with terms and conditions + contractual agreement

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

Sample terms and conditions for a business proposal:

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

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

Sample agreement clause for a business proposal:

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

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And that’s a wrap…

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

Business proposal tips:

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

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

how to write a simple business proposal template

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

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How to Write a Proposal in 10 Easy Steps [Templates Included]

You’re tasked with writing a proposal, and a lot is at stake.

Now is not the time to guess. What should you write? How can you appeal to the client’s deepest desires? How do you satisfy client expectations for your specific industry?

Now is the time to follow a proven process. We’ve analyzed millions of proposals sent with our software to see which tips and tricks actually have an impact on closing rates.

We’re covering all that and more.

Keep reading for our step-by-step guide that shows you exactly how to write a proposal simply by customizing the sections in one of our proposal templates . The right template will show you exactly what to include while helping you save hours on design and formatting.

Graphic showing the elements needed to write a proposal

What’s in this guide:

What is a proposal?

How to write a proposal in 10 easy steps, industry-specific proposal writing guidelines, 3 proposal templates, next steps: write your own proposal.

A proposal is a document that outlines a project or service to clarify the details and get agreement from all parties involved. Proposals typically include the overall service approach, important timelines, and key deliverables.

For best results, use proposal software instead of a PDF. This way, you’ll get important features for sales like e-signatures, brand and content control, and full visibility into the client’s viewing activity.

The 9 Important parts of a proposal

There are many different ways to structure a proposal . Through our research of successful proposals , we’ve found that the winning documents usually include these key sections:

Executive Summary

Deliverables

Terms and Conditions

Case Studies (or Social Proof)

Each proposal might name these key sections differently, or put them in a different order.

No matter the sections you choose, make sure you include a table of contents. If you use Proposify , the table of contents is automatically shown on the left-hand side, so clients can easily click around to review different sections again. As you might imagine, the pricing section is often viewed a few times before a decision is made.

Proposals vs reports

While a proposal is used to pitch a new project or service (either to a client or internally to your boss), a report is designed to share details on a project that’s already taken place. Use reports to audit business operations or share the success of a marketing campaign.

Follow along with our step-by-step process, as we use our advertising proposal template . While the content of the examples is specific to advertising, this template can easily be adjusted to fit any industry or project type.

Step 1. Discover the needs and requirements

You can’t write a great proposal without a great pitch.

Take the time to understand what your client needs, what their goals are, what they’re concerned about, and what results they care about most.

If you’re pitching a project internally, be sure to talk with different stakeholders and members of your team.

Tips for discovery:

During discovery sessions , ask the appropriate questions to find out if the client is worth your time. Do they fit your ideal client profile? Are they ready to implement your solution? Set criteria to determine if this prospect is ready to even receive a proposal for you. And make sure to update your criteria over time as you learn more about your ideal client.

Proactively discover and handle objections . Ask the client about any concerns, hesitations, or times they’ve been burned by service providers before. This way, you know exactly what points to cover in your proposal.

Get verbal agreement from the client on your pitch and approach before putting it in writing with a proposal.

Step 2. Create the cover page

Kick off your proposal writing with a compelling cover page (also known as the title page). The visuals and style take center stage here—it’s your first impression after all. As for the text, you just need a proposal title and key details such as your company’s name, the client’s name, the date, and your contact information.

Our proposal example features a bright, bold design and all of the details you need. There’s no “one way” to do this right, as long as you’re following your brand guidelines.

Writing a proposal. Advertising packages

Tips for creating cover pages:

Give your project a results-driven title that will immediately put the entire pitch and investment into perspective.

Make sure to choose a proposal template that matches the style of your brand, as it will be easy to change the colors and text later.

Step 3. Write the cover letter

Now it’s time to write your cover letter. This is one of the most challenging proposal sections to write because it really sets the tone for the rest of your pitch.

The cover letter (also known as the executive summary) should do more than just provide an overview. This section must be persuasive enough to convince your client to read the rest of the proposal.

Appeal to their desires, hit their key pain points, and get them excited about the transformation you can provide. Make sure you’re crafting compelling, relevant messaging specifically for each individual buyer.

Writing a proposal. Cover letter.

Tips for writing cover letters:

Make sure the copy is on brand. That might mean funny and irreverent or serious and formal.

Put the focus on the outcome of the service, whether that’s customer acquisition, improved facility safety, or a memorable event.

Step 4. Create a company bio

Before you move on to the project approach and pricing, it’s smart to tell the potential client a bit about your company.

This section could include basic information such as your founding date and the niche you focus on, as well as small business bragging rights, such as awards, average results, or audience reach.

If this is an internal pitch, you can write about your team instead of the entire company.

In our example proposal, there’s one page for a company bio and one page for company statistics that matter to the potential client.

Writing a proposal. Who are we?

Tips for writing company bios:

Even though this section is about you, find ways to make it about your prospective client. Include the company details that show that you can get them the results they’re looking for.

Get creative. Instead of just a wall of text, can you use icons or statistics to show who you are?

Make sure to save this section as a template to re-use it for future proposals. You don’t have to modify this for each client, but you might want to create slightly different company bios for different services (if you offer very different services).

Step 5. Add social proof

We recommend that you include social proof immediately after your company bio section. This way, you use the words of your previous clients to back up the nice things you just said about yourself.

Social proof can be testimonials, mini case studies, reviews, and star rating averages.

If you’re doing creative or construction work, you might also want to include a couple of portfolio samples.

What people are saying.

Tips for using social proof:

Match the testimonial or review to the pitch. Have a bank of testimonials to choose from so you can always pick the most relevant ones.

Be concise. You may want to trim or edit long testimonials so each one is under 50 words. Otherwise, prospective clients might not read them.

Continue to proactively collect social proof. Ask happy clients to write a testimonial or review you online

Step 6. Outline the core approach

Now it’s time to sell your services. Create an approach section to showcase what you want you plan to offer the client.

There are so many different ways to write this section, as it really depends on what you’re pitching. You might break the work down into categories with bullet points or descriptions for each category. Or, you might write a few paragraphs describing your proposed solution and why you believe it’s the best fit for the client.

Your advertising media mix.

Tips for writing approach sections:

Consider giving this section a unique name, such as The Project Path , Our Plan , or Let’s Get to Work .

Beef it up with additional details. You might include a list of deliverables, a more detailed breakdown of the scope of services, or a timeline illustration with important milestones.

If you don’t have package options and there’s only one price listed, then this section should be very detailed. If there are pricing and service options, then this section will be simpler, and the following section will have the service breakdowns (per package options).

Step 7. Create a pricing table

When writing proposals, make sure to give plenty of time and attention to the pricing section. All of the details and options you provide will help clients better understand what they’re getting.

We recommend naming this section "Your Investment" as it helps remind potential buyers of the investment they’re making in their business.

In our example below, you’ll see 3 package options on the first page of the pricing section. And then, the client can select their package choice on the second page. This will automatically update the total pricing of the proposal.

Advertising with us: Your investment

Tips for proposal pricing:

Use optional pricing when possible, such as packages, project lengths, or add-ons, because these methods are known to positively affect closing rates .

Make sure to clarify the different types of costs, such as hourly costs versus fixed costs for an event management pitch.

Step 8. Write bios for your team members

In Step 4, you created a bio for your company to sell your company’s expertise and prove that you have what it takes to succeed at the service you’re pitching.

Now it’s time to show your client the real humans they’ll be working with if they decide to work with you. Think of this as the “you’re in good hands” section.

Include the faces the client will interact with, making sure to specify your team’s unique talents and what they bring to the table.

Our Sales Team

Tips for writing team bios:

Only include bios for up to 6 people. You could write bios for the entire company (for a very small business), the executive team, or the people who will handle the account if the proposal is won.

Use this section to show off not only your credentials but your personality. Have fun with it, but as always, stay on brand. A formal proposal might skip the jokes and stick just to the accolades.

Step 9. Add your business contract

This section of the proposal should include the contractual details that will formalize the agreement. This way, you can send the business proposal, and you don’t have to also send a separate contract.

You might have multiple pages of legal clauses or a simple statement of work.

Statement of work and contract

Tips for writing proposal contracts:

If the statement of work isn’t already clarified in the meat of the proposal, make sure to include it here.

Include a clause on refunds, cancellations, and project modifications.

Make sure to have your legal team help you craft the contract section so you know it satisfies your company’s requirements.

Step 10. Sign and send it for signature

And lastly, you need to write your e-signatures page and add an e-signature for yourself and one for your client.

As soon as a client has chosen their pricing options, they can sign the proposal to begin the project.

Writing a proposal. Standard legal content and sign-off

Tips for adding proposal e-signatures:

Write a message above the signature that helps to seal the deal. Talk about how excited you are to get started and clarify what the immediate next steps will be after the proposal is signed.

Always sign your proposals before you send them! Our research shows that a proposal is more likely to close if you’ve already signed it by the time the client opens it.

Review your proposal analytics to know how to follow up with clients. For example, if a client hasn’t opened the proposal yet, remind them to do so. But if they’ve opened it several times, ask if they have any questions or if they would like to modify the project.

Every industry has its own proposal writing best practices. Here are some tips to consider.

When writing a software proposal, ensure you include ample information on how you will help the client implement and utilize your software. That might look like staff training sessions, custom integrations, a pilot rollout, etc.

Construction

In the construction industry, you will likely receive a request for proposals (RFPs) from large corporations and government agencies. So make sure you check the details of the RFP so that your solicited proposal covers all required information.

You typically need to include a very detailed pricing and timeline breakdown, and you might need to showcase your adherence to state and county requirements , whether for certifications, environmental protections, etc.

Marketing is all about results. You should include a couple of different formats of social proof, such as statistics with client results and testimonials. Marketing also requires a lot of creativity regardless of the channel, so make sure you showcase your company’s creative side with unique proposal headings and imagery.

When you’re writing a proposal for event management, catering, or some other service, you need to keep a couple of things in mind. First, make sure that you source testimonials from event attendees, not just your direct clients. Also, your pricing section should include the fixed costs (such as a venue) and the variable costs (like your team’s hours decorating the event or the venue’s bar tab at the end of the night). For any variable costs, provide an estimate that’s 10% higher that what you actually expect.

Proposify offers dozens of proposal templates to guide your writing and help you win deals. Here are some of our favorites.

1. Construction job proposal template

Construction Job Proposal

Ready-made for the construction industry, this template includes previous projects to serve as portfolio pieces, a detailed project summary with items the client is expected to provide, and a project schedule.

2. Accounting proposal template

Accounting Proposal

While this template was created for accounting services , it can be easily modified to fit various consulting services. The top sections include the introduction letter, about us page, project summary with goals and service breakdown, and a detailed pricing estimate.

3. Catering proposal template

Catering proposal

With this event catering proposal template , you’ll get a short and sweet introduction page, a longer company bio, a food showcase, event details (great for proactively handling any confusion or mix-ups), a theme moodboard, and a menu sample.

This proposal could be adapted for other types of creative work, such as photography, retail store decorating, or makeup services.

To write an effective proposal, you must start with a solid understanding of the client’s needs. This way, you can put their desired results and transformation front and center. Write a cover letter, project summary, company bio, and pricing table to clarify what the client will receive while also selling your company as the best solutions provider.

You can easily write a proposal using our detailed, beautifully designed proposal templates .

Ready to close deals faster? Start your free trial of Proposify.

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How to Write a Proposal and Get What You Want (Free Templates)

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A proposal has a lot of different purposes, but there’s only one good way to write one: the way that pulls together all of the information in a concise and persuasive way and helps you get what you want … whether that’s a whole new software system, or just a tweak to your marketing strategy.

This Process Street article isn’t about a business proposal — also known as a quote — but instead about the document required when formally pitching an idea for action and execution by managers or department heads .

To explain how to write a proposal document and get what you want, we’ll go through the following:

Free proposal writing template

When are proposals necessary, why are proposals important, examples of proposals, how to write a proposal: step-by-step, last steps before submitting the proposal, more free proposal writing checklists, even more free proposal writing checklists, customize your proposal checklists with process street.

Let’s get started.

If you fancy taking a quick look at a free interactive template, that will help you write your proposals right away, feel free to dive straight into this!

Writing a Proposal: Step-by-Step Guide

There are more templates, like this one, further down in this post, so stick around.

Any project you don’t have the clearance or authority to start without a higher-up’s approval, you need to submit a proposal for.

According to SSWM , a proposal is “a detailed description of a series of activities aimed at solving a certain problem”.

That problem  could be anything, from:

  • Process improvement
  • Cost reduction
  • A new marketing strategy

If it’s an idea you need to ask permission to execute, or to get action on, it needs a proposal.

A proposal is a way to pitch an idea and state your requirements, so it’s important for supervisors because they can get information in writing (not casually in the elevator), and be able to act knowing the full implications of their decision.

They’re also a chance for you to make a structured, logical argument and lay down everything in favor of your idea. A well-written proposal shows your manager you care about the cause, and it’s not just a mid-meeting whim you blurted out.

To write a top proposal you need to scrutinize it before you present it.

It’s a broad topic, but it’s best explained with examples.

  • Proposal for Process Improvement
  • Proposal for Server Replacement
  • Proposal for Cost Savings

Below is a simple proposal example with some basic sections.

how to write a simple business proposal template

Now let’s take a look at how to write a proposal — whether it’s as simple as the one above, or more complex.

Here’s the general structure of a proposal:

how to write a simple business proposal template

As you can see, a proposal generally consists of:

  • Introduction : A brief overview of the problem, solution, costs, and benefits.
  • Issue : The main definition of the issue, including subject, purpose, main argument, background information and importance.
  • Solution : The main definition of the solution, including your step-by-step plan, the benefits, and how potential obstacles will be overcame.
  • Qualifications : Overview of the personnel required, experience.
  • Conclusion of the costs and benefits, and wrap-up : Balance the cost against the benefit, reinforce your point one last time.

1. Identify and define your reader

Just like with any kind of persuasion, it helps if you understand how to appeal to your audience. Who will be reading your proposal and deciding if it’s accepted or rejected? What do they care about? What kind of language and benefits would resonate with them? This is the first step because it’s an important thing to keep in mind as you go along and as information that informs the way you write from here on.

2. Define the problem your proposal will solve

Who : Who will the proposal affect?

What : What’s the reason for you to write the proposal in the first place? Explain the current situation and the problems that come with it.

3. Define the solution

How : How are you going to solve the problem? Explain step-by-step in detail.

Who : Identify the personnel you need, along with their prior experience to add persuasion to the proposal

4. Conclusion: costs, benefits and wrap-up

Reiterate : The purpose and main argument

Costs : Break down the projected costs involved for different elements of the project

Benefits : Break down the benefits to the organization, monetary and non-monetary, to persuade the reader there’ll be a return on investment

Thanks : Thank the reader for their time.

Contact information : Where can the reader get in touch with you? Make sure to be crystal clear to make the details easily discoverable.

Clear writing is your best friend when you’re trying to write persuasively. For that reason, there are a few checks to run before you submit your proposal.

Remember, what’s clear to you might not always be clear to other people.

1 .Check for jargon (then destroy it)

Although jargon is popular in the business world, not everyone shares the equal love for it. It’s terms like right-size, blue sky (verb), turn-key, and synergize. They might mean something to you, or make you feel intelligent, but there are simpler alternatives that will help people understand what you mean !

2. Change the passive voice to the active voice

The passive voice is defined as :

“The noun or noun phrase that would be the object of an active sentence (such as Our troops defeated the enemy) appears as the subject of a sentence with passive voice (e.g. The enemy was defeated by our troops).”.

It’s a long-winded way of expressing something that could be expressed in simple terms:

passivevoice

The passive voice sounds distant and even deceptive, and, since the reader might even just be skimming your proposal, you don’t want to add extra words to cloud your point.

3. Proofread the proposal

Install a tool like Grammarly and check the proposal in an online text editor. Grammarly will manage to pick up on anything that is grammatically incorrect and sometimes even flags up stylistically poor phrases. Poor spelling and grammar will only discredit the value of what you’re saying and could be a problem that leads to your proposal being rejected.

As promised, check out the below five templates that have each been designed by the team at Process Street — makers of the finest remote work software for processes around — to help you write winning proposals.

Proposal Template Checklist Process

This proposal template is a checklist that should be used alongside the proposal document you are planning to submit. Use it to make sure that all the elements have been considered, that the proposal contains everything it needs to and that it meets all set requirements.

Click here to access the Proposal Template Checklist Process!

Business Proposal Template Checklist

Whether your business proposal is solicited or unsolicited, use this business proposal template checklist to ensure you include all the required information in your proposal and cover key areas such as these the problem the organization is facing, the proposed solution, the budget, and a key CTA.

Click here to access the Business Proposal Template Checklist!

How to Write a Grant Proposal Checklist

Use this template to make sure your grant proposal includes all the relevant information, that it contains everything it needs to, and that it meets all stated RFP requirements.

Click here to access the How to Write a Grant Proposal Checklist!

Research Proposal Example Checklist

Use this template to convince others that you have a worthwhile research project and that you have the competence and the work-plan to complete it.

Click here to access the Research Proposal Example Checklist!

Project Proposal Template Checklist

Use this template, alongside the proposal document you are planning to submit, to set the project vision, define the project requirements, describe the deliverables, and specify the deadlines.

Click here to access the Project Proposal Template Checklist!

If you’re looking for more inspiration, give these alternative proposal writing templates a go too.

  • Bid Proposal Template Checklist
  • Budget Proposal Template
  • Construction Proposal Template Checklist
  • Consulting Proposal Template Checklist
  • Continuation Project Proposal Template
  • Contractor Proposal Template Checklist
  • Event Proposal Template Checklist
  • Marketing Proposal Template Checklist
  • Project Proposal Template
  • Renewal Project Proposal Template
  • Simple Proposal Format Checklist
  • Sponsorship Proposal Template Checklist
  • Supplemental Project Proposal Template
  • Website Proposal Template Checklist

If the above templates don’t quite fit your company, industry, or the proposal document you are writing, don’t worry!

Process Street to the rescue!

Process Street is super-powered checklists . We are a super-charged, state of the art BPM SaaS platform which allows you to create templates and run individual checklists from these. You can check tasks off as you work through them, set deadlines, request approvals, assign various tasks , and work through your proposal workflows with ease.

Watch this to get an idea about who we are and what we do:

To help you customize your proposal writing template, and make your proposal wriitng easier, you can use all these different types of Process Street features:

  • Dynamic due dates
  • Task permissions
  • Conditional logic
  • Approval tasks
  • Embed widget
  • Role assignments

You can also connect your templates to thousands of apps through Zapier , webhooks, or API access to automate your proposal processes and workflows.

If you’re unfamiliar with process automation, what it means, and the benefits it can bring to your business, watch this Process Street webinar on automation:

Remember, if you want to get access to any of our proposal writing checklists, just click the links above and they will be added to your Process Street account where you can use them over and over again. Or, if you haven’t yet signed up for a Process Street account, click here and start your free trial.

Has this guide helped you out? I’d love to hear about it in the comments.

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Benjamin Brandall

Benjamin Brandall is a content marketer at Process Street .

90 Comments

I am strongly looking forward to learning how to write a proposal, thanks

Thanks Honar, it’s an honor to have you here 😉

I am looking forward to learning how to write a great proposal. Thanks for posting this site.

Practice makes perfect, just keep it up and you will get there!

Looking forward for you to checklist and using it to edit my proposal…. thx a lot

Awesome, and remember you can sign up for a free account for life, no credit card required to run up to 5 checklists for proposals or anything else!. Check out more about Process Street here: https://www.process.st/product/

I really loved your paper on how to write a proposal. I looked up others and found total satisfaction when I came across yours! Thanks again Tanya Palacios

We are very pleased to hear that.

thanks a lot for helping me understand proposal writing more clearly. Am very grateful.

Of course, proposal writing can be tricky, but if you follow the templates we provide you will quickly see it’s not that difficult. Proposals follow the same structure most of the time, once you learn that structure it’s easy to create proposals quickly.

Very nice and excellent advice and coaching on proposals writing. I will always keep in touch for more information.

Excellent writing Benjamin. Definitely agree with the destroying jargons part. There’s no need for these kinds of words for project proposals. Anyway, here’s an informative step-by-step guide that I’d like to share regarding writing project proposals: https://www.freenvoices.com/how-to-write-project-proposal . I believe that this will complement your well-written article and your readers too. 🙂

Great post Evatt, thanks for sharing!

I am in the process of drafting a proposal for a multi-million deal. Looking forward to getting pointers to make my proposal a seller!

After reading your post,it now became crystal clear that proposals are not easy…But thanks alot. You’re a good teacher

Hey Vitalis, yes they take some practice but you will get there. Just keep it up!

i want to write proposal for study PhD but i dont know how to write it can you send to me example thank you very much best regards

Hi Mays, There’s some good advice here in regards to writing a PhD proposal: https://www.findaphd.com/advice/finding/writing-phd-research-proposal.aspx

My personal advice would be to really demonstrate strength when outlining your methodology. This section is a great opportunity to display deep knowledge of methodological approaches and their academic grounding. Make sure to cite the foundational texts for the approach you want to take and to reference current academic discussions pertinent to your particular application of that approach. If you can find a recently published PhD thesis which takes a similar methodological approach to you own then you can read through their methodology section to give yourself both inspiration and a great starting point for building a methodology reading list for yourself.

Best of luck!

Además, asimismo desarrolla otros proyectos de formación en línea sobre marketing digital y nuevas tecnologías con la finalidad de instruir a emprendedores de qué forma crear un proyecto digital para vender sus conocimientos.

Your blog is very informative. Nice you tried to provide a crystal clear information on this topic!

Nice one, at least have got an idea now about proposal writing

Appreciate the guidelines on how to write an explicit formal proposal.

You are most welcome Ogoh, we’d love any feedback you may have in the future!

Appreciate for providing knowledge on proposal writing

I’m really happy to learn from this paper.I’ve increased my knowledge in proposal writing.Thanks

Wow! You’re really doing a nice work, really haven’t got it detailed and simplified before.

Nice job. I am a professional proposal writer in lagos Nigeria and I must confess that you have done a good job on this article. I learnt a few new things. Keep up the god work

Thanks Mr Sam, always good to have the support of an expert.

the explanation is very complete I am happy to be able to find articles on various types of letters and I can learn here thanks for all the articles

We tried our best Zaki, thanks for the kind words

nice suggestions. thanks

Thanx for the great work U have done towards my exprienc on Proposal writing.May God bless U.

You did a great job in outlining all the nitty-gritty of writing a great proposal in this article. Kudos!

Thank for sharing this knowledge

It was a pleasure!

Write a comment…great work but I need a proposal on how to start car wash business inside school

Thank you for the little experience I have achieved on proposal writing. Can you give me a broad idea on a proposal I wan to write, I want to do a Clean City proposal…

Hey Darious, check out these posts we wrote on sustainability: https://www.process.st/corporate-sustainability/ https://www.process.st/sustainable-business/

so grateful for the information.

Very happy to learn how to write a proposal from you.

Very happy to help you 🙂

Very informative, really appreciated your expertise. I learned quite a bit. Thank you, I’m all set, also number two (2.) Change the passive voice to the active voice is something for me to remember when I’m writing.

Yes that’s a great tip!

It is really great, I would like to know more about writing a great proposal about enhancing bank customer service

Sounds like an important project, you might also enjoy this post: https://www.process.st/enterprise-risk-management/

I sincerely appreciate you for this brilliant presentation. I still need to know more about the solicited proposals. Thanks!

I would like to know how to write a good proposal .

I’m looking forward to be the best in writing proposal, in the organization

Good luck with your endeavors Paul!

I want to learn how to write project proposals

I have an idea of how to write the proposal but would am unsure and would rather see what the experts have to say about it. Thanks!

I want to write a proposal to get a generator for my hospital as a back up

This piece has given me a clearer understanding on how to and what to look out for in writing a proposal. But I will be more grateful if u can give me a template and points on how to write a proposal to a state government to train their young people on drug abuse and how to minimize the current menace it is causing to our society. Thanks, it was a nice experience.

Glad to hear you liked it. We don’t have any templates specific to that use case, but we will look to create some more soon. Cheers, Adam

Glad you enjoyed the experience 🙂

Thanks very much for the well explained presentation.

Hello. This is very good and helpful, I need help to write a proposal for freelancing and content writing. Thanks

I’m not sure if this is what you’re looking for, but we have an article here about pitching to TechCrunch: https://www.process.st/write-for-techcrunch/

I hope it helps!

Cheers, Adam

You are most welcome!

I never knew on how to write a proposal but now I have got something from you thank you. But I would like an example of a professional proposal …… as for me am writing a proposal on the need to make clubs for youth of East Africa based science, technology and arts plz I need it very soon even today

We don’t currently have any examples for you, but we are working on a set of processes to follow to help people write proposals like these. It should be published in a few weeks.

For the time being, perhaps look at what different organizations say they want. Here are a few examples from the UK:

– Warwickshire Community And Voluntary Action (CAVA) have this document where they ask people to send them proposals to start youth programmes. They explain what they are looking for and how they will judge the proposal.

– Here is another example but this time from an organization in Manchester, UK. This has instructions and requirements, and you can use its specifications as inspiration for how to create your proposal.

I hope some of this makes the proposal writing process clearer.

Best of luck, Adam

This may also help: https://www.process.st/proposal-template/

Good luck with your proposal Naomi! Sounds like it’s for a great cause..

Thats great. I have learned alot thanks.

I need to know how to write a proposal writing. Can u give an example plzz…..

Hi Sapioamoa, you can find a collection of examples here: https://www.process.st/proposal-template/

I hope this helps! Adam

i thank you for that and now i am requesting for help, i am a student first year and my ambition is to help the orphans i would like you to help me how to write a proposal of that kind. thank you.

Hey Deo. It sounds like you’re doing great work. Check out these proposal templates . They should help you!

thank you so much sir

Living in a rural setting in Uganda- am writing a proposal to ask for financial donations to buy agricultural inputs, medical assistance etc for my community- this website has helped to put ideas together and to hopefully come out with a winner! Thank you!.

That’s great to hear we’ve been able to help! Best of luck Catherine!

am very greatful to receive such an skillful knowledge from you,but may i pls receive a sample of how to write a proposal for starting a small scale printing firm just in kenya.

thank you in advance

Thanks for the kind comment, Elijah. You might be able to find some more useful information in our most recent article about proposals (with lots more templates) here: https://www.process.st/proposal-template/

Nice one. Thanks for this.

Glad to hear it helped, Deji!

Glad you enjoyed this, Lillian! ⭐️

This is what i was looking for so long. Thanks for summing up all these informations about how to write a proposal. I’m really glad that you add these free template 🙂

Awesome, glad you enjoyed the templates. Was there a particular one that you found most helpful?

Are you still free to give feedback? Happy New Year btw.

Sure we are here to give feedback! Just leave your question about proposal writing in the comments and we will get back to you as soon as we can.

I feel this is among the most vital information for me.

And i’m glad reading your article. But want to statement on few normal things, The web site style is perfect, the articles is truly excellent : D. Excellent activity, cheers

Glad to hear you enjoyed it!

Hi,have learned a lot from you,could you please help me to write a proposal how to spend on projects in a christian organization Thanks

Not sure how that would be any different, but if you have a specific question about writing proposals I’d be happy to answer it 🙂

Thanks sir for your post. I’am very greatful to receive such an skillful knowledge from you

Any organization needs a visual identity these days. It includes a unique logo, colors, wordmark, typeface, and some visual elements like illustrations and iconography that makes a memorable first impression and sets the brand apart from the competitors.

Am glad to have gotten more ideas than I expected on how to write a proposal. All in one article.

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Business proposal templates

Business proposal templates

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Determine if the business proposal is cold outreach, or if the potential customer has already shown some interest. For cold outreach, your proposal should be more professional and include an executive summary. For the latter, you can focus on the project itself and be less formal in tone. Remember to refer to any previous conversations that you’ve had with the prospect in your project proposals.

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20 free proposal templates to ace your pitch

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In my vast experience of convincing people to do things they're initially sure they don't want to do, I've picked up a trick or two—namely, that no matter how exceptional and transformative your product may be, if your proposal doesn't articulate its value, you might as well fold it into a paper airplane and throw it out a window.

Impactful proposals require structure, which is where a proposal template comes in. It's the strategic framework that turns your pitch into the corporate equivalent of standing outside someone's house with a boombox over your head—except instead of blasting Peter Gabriel, you're serenading prospects with solutions to their pain points.

Here, in a burst of generosity characteristic of neither me nor most of the business industry, I'll share 20 free proposal templates and show you how to use them to showcase your unique offerings.

Table of contents:

How to choose the right proposal template for your needs

Free business proposal templates for any industry, tips for optimizing a proposal template for your business, proposal template next steps, what is a proposal.

A proposal is a persuasive document used to convince someone to buy into your project, idea, or business opportunity. It outlines what you plan to do, how you plan to do it, when you plan to do it, and how much it will cost.

A proposal is the first—and sometimes only—shot to make an impression. It's your opportunity to prove that you understand a potential client's underlying needs and showcase why you're the best choice for the job. A well-crafted proposal can mean the difference between popping Champagne and crying into your takeout.

There are two types of business proposals:

Solicited proposals are submitted in response to a formal client request for proposal (or RFP) and have specific requirements issued by the client.

Unsolicited proposals , sometimes called proactive proposals, are offered to a prospect independent of a request, usually following discussions about their business needs.

Proposals come in all shapes and sizes, from a quick email pitch to a 100-page grant proposal with a budget the size of a small country's GDP. The key is choosing the right level of detail for your audience and objectives. 

If responding to an RFP from a big company, you should roll out the red carpet with videos, case studies, client testimonials—the works. For a small business owner you've been nurturing for months, a short but compelling proposal focused on key benefits and next steps is likely all you'll need.

At the end of the day, a solid proposal should convince your reader that you understand their problems and have the solutions to fix them.

Choosing the right proposal template for your business needs is a strategic decision. 

Different objectives call for a different approach and, thus, a different template. The one you choose should align with your needs and requirements to fit your project like a glove (or at least like a comfortably loose mitten). 

Follow these steps to get started:

Ask yourself, "What is the core purpose of this proposal?" (Not in the existential sense—that's a spiral no one needs.) For example, a project proposal template should facilitate a clear outline of objectives, deliverables, and timelines, while a business proposal template might focus more on market analysis and competitive edge.

Next, consider who's sitting across the table from you. A contract proposal for legal professionals will differ vastly from a storyboard proposal aimed at creatives. The template should speak their language and cater to their expectations. 

Lastly, consider your desired outcome or what you're after. Are you looking to win a contract, forge a partnership, or charm the coins out of investors' pockets? Your template should have all the necessary details to prompt a reaction more positive than the one I get when I say I'm a writer at a family gathering.

Crafting polished proposals is key to winning new clients and growing your business. But who has the time to start from scratch every time? These business proposal example templates have got you covered. Clients and customers will be so impressed with your beautifully crafted proposal that they won't even realize how little effort it actually took.

Project proposal template

Orange and white project proposal template that outlines the details of a specific project, including an executive summary, objectives, scope, timeline, and costs, submitted for approval or funding

A project proposal outlines the details of a specific project, including an executive summary, objectives, scope, timeline, and costs, submitted for approval or funding. It's essentially a wishlist of how you plan to spend someone else's money.

Best used for: Securing funding or approval for a project

Who should use it: Project managers, business owners, entrepreneurs, non-profit organizations

Business proposal template

Orange and white business proposal template including an executive summary, objective and proposed solution

A business proposal is a comprehensive offer from a business to a prospective client detailing how the business can meet the client's needs and the benefits of choosing its services or products.

Best used for: Securing funding from investors, attracting new clients, or partnering with other businesses

Who should use it: Business owners, entrepreneurs, sales professionals

Job proposal template

Orange and white job proposal template including an executive summary, understanding your needs and proposed services

A job proposal helps freelancers pitch their services effectively to potential clients. It emphasizes understanding client needs and providing a breakdown of project costs, which improves pitch quality and increases the chances of securing valuable client partnerships.

Best used for: Securing freelance work

Who should use it: Freelancers of all types, including writers, designers, developers, and more

Proposal letter template

Orange and white proposal letter template including an overview of the benefits and value proposition

A proposal letter is written to offer a solution or service to a potential client, providing an overview of the benefits and value proposition .

Best used for: Concisely presenting a proposal to a potential client or partner

Who should use it: Business owners, sales professionals, freelancers

Contract proposal template

White and orange contract proposal template including a section for the introduction, scope of work and schedule

A contract proposal is a formal offer detailing the terms and conditions under which a party will perform services or deliver goods to another party. It's the prenup of the business world.

Note: always run such contracts by your legal team to ensure they align with your interests and comply with relevant laws.

Best used for: Securing a contract with a client or partner

Who should use it: Business owners, sales professionals, lawyers

Event proposal template

White and orange event proposal template including sections for an event concept, program outline and logistics

An event proposal is a detailed plan submitted to stakeholders outlining the concept, logistics, budget, and expected outcomes of a proposed event. It's the party planner's battle strategy, where success is measured not in conquests but in compliments and clinking glasses.

Best used for: Securing funding or approval for an event

Who should use it: Event planners, non-profit organizations, businesses

Content marketing proposal template

White and orange content marketing proposal template including a section for the executive summary, business objectives and content marketing tactics

A content marketing proposal is a strategic plan presented to a client outlining how content marketing can be used to meet their business objectives , including tactics, content types, and measurement methods.

Best used for: Securing a content marketing contract with a client

Who should use it: Content marketers, freelancers, agencies

Proposal planning template

White and orange proposal planning template including a section for the project overview, approach, resources required and more

A proposal plan is a structured document that outlines the approach, resources, and timeline for accomplishing a specific goal or project. It's essentially admitting you need a plan to make your plan. It's plans all the way down.

Best used for: Ensuring that a proposal is well organized, persuasive, and complete

Who should use it: Anyone who writes proposals, including business owners, sales professionals, freelancers, and non-profit organizations

Research proposal template

White and orange research proposal template including a section for the executive summary, project overview, background and methodology

A research proposal is a systematic plan proposing a research project, typically including the research objectives, methodology, timeline, and estimated budget—the "hold my beer" for academics.

Best used for: Securing funding or approval for a research project

Who should use it: Researchers, academics, students

Budget proposal template

White and orange budget proposal template including a section for the introduction and projected income

A budget proposal is a financial plan that estimates the income and expenditures for a specific project or department over a set period—a bean counter's dream.

Best used for: Securing funding or approval for a budget

Who should use it: Project managers, event planners, business owners

SEO proposal template

White and orange contract proposal template including a section for the executive summary, current SEO status, and SEO objectives

An SEO proposal outlines a strategy for improving a client's search engine rankings , including tactics, tools, and expected outcomes. It basically says, "Follow me, and I'll show you how to be more sought-after than a parking spot at Trader Joe's on a Saturday."

Best used for: Securing an SEO contract with a client

Who should use it: SEO professionals, freelancers, agencies

Web design proposal template

White and orange web design proposal template including a section for the executive summary and current SEO status

A web design proposal outlines the scope, design, functionality, and cost of a website developed for a client. It essentially helps navigate the journey from "Hey, I need a website" to "Wow, this is exactly what I envisioned!"

Best used for: Securing a web design contract with a client

Who should use it: Web designers, freelancers, agencies

Sponsorship proposal template

White and orange sponsorship proposal template including a section for the introduction, sponsorship opportunity and sponsorship benefits

A sponsorship proposal seeks financial or in-kind support from a sponsor, detailing the benefits the sponsor will receive in return. It's like asking someone to pay for your party and, in return, they get their name on all the balloons. It's a win-win, especially if you like balloons.

Best used for: Securing sponsorships for an event or initiative

Who should use it: Event planners, business owners, and non-profits

Social media marketing proposal template

White and orange social media proposal template including a section for social media objectives and recommended platforms

A social media marketing proposal is a plan suggesting strategies for a client's social media presence , including goals, platforms, content, and metrics for success. It's a pitch to make a brand as clickable as a "Which potato are you?" quiz.

Best used for: Securing a social media marketing contract with a client

Who should use it: Social media marketers, freelancers, agencies

Consulting proposal template

White and orange consulting proposal template including a section for the executive summary, problem statement, objectives and scope of services

A consulting proposal is a document in which a consultant outlines the services they offer to solve a client's problems, including methodology, timeline, and pricing. It's for the Mary Poppins of the business world, swooping in with a bag of tricks to fix everything from their sales strategy to their coffee machine.

Best used for: Securing a consulting contract with a client

Who should use it: Consultants, freelancers, agencies

Service proposal template

White and orange service proposal template including a section for the introduction and scope of services

A service proposal is a formal offer of a service-based business to a client detailing the scope of services, deliverables, and terms of the agreement. It's like pinky promising you'll do the stuff you're really good at in exchange for cash.

Best used for: Securing a service contract with a client

Who should use it: Freelancers, agencies, businesses

Sales proposal template

White and orange sales proposal template including a section for the executive summary, company background and product/service details

​​A sales proposal helps sales professionals present their products effectively and establish credibility with potential clients by showcasing the company's background and client testimonials.

Best used for: Closing sales deals

Who should use it: Sales professionals

Grant proposal template

White and orange grant proposal template including a section for the executive summary, purpose of the project and project description

A grant proposal is a written request for funding submitted to an organization or government agency, detailing the purpose, plan, and budget of the project needing support. It's like Kickstarter but with more footnotes.

Best used for: Securing funding for a project from a grant-making organization

Who should use it: Non-profit organizations, researchers, academics

Storyboard proposal template

White and orange storyboard proposal template including a section for three steps in the board

A storyboard proposal is used to visualize and plan a project and is typically a visual representation of the project's key steps, milestones, and deliverables. It's like drawing a treasure map for your project, except the treasure is just meeting your deadlines and hopefully not walking the plank.

Best used for: Securing approval for a storyboard or selling a storyboard to a client

Who should use it: Project managers, business owners, designers

Partnership proposal template

White and orange partnership proposal template including a section for the introduction, executive summary, and partnership details

A partnership proposal is a formal document created by an individual or an organization to propose a collaborative relationship with another party. This proposal outlines how the partnership would work, the benefits it would bring to both parties, and the terms and conditions of the partnership. It's commonly used in business contexts where companies, non-profits, or other entities seek to join forces for mutual benefit .

Best used for: Establishing a mutually beneficial partnership

Who should use it: Business owners, sales professionals, non-profit organizations

When it comes to proposal templates, you need to make them work for you, not the other way around. The template is just a jumping-off point. To combat its genericness, it's essential to add your own razzle-dazzle. Here are a few tips to make any old template sizzle.

Tailor content to suit the specific project

When you begin to write a business proposal, the first thing to consider is your audience. Who are you trying to woo, and what will make them open their wallets?

Here's how to do some sleuthing to identify your target reader and customize your pitch to their needs:

Ask questions to get started: What are the client's pain points , and how will you solve them? What's your proposed scope of work and timeline? How much will your services cost? These are the questions a good proposal answers.

Do your research: Check out the client's website and social media profiles. See what they're posting about and what their customers are saying. Look for any public RFPs or project briefs. The more you understand their business and goals, the better you can position your proposal.

Focus on quantifying value using SMART goals: Once you've got a solid understanding of the work, focus on quantifying the value using SMART goals (specific, measurable, achievable, realistic, and time-bound). For example, don't just say you'll increase web traffic—promise a 25% increase in organic traffic within six months. You want the client to think, "This company gets what we need, and they've promised real, measurable impact."

Tailoring your content isn't just about fitting in—it's about fitting so well they can't imagine going with anyone else.

Add visual elements and branding

Long before our brains got rewired to crave the instant gratification of flashy screens and endless scrolling, our ancestors were also suckers for a good visual. There's nothing quite like an eye-catching graph, chart, or image to break up blocks of text and drive a point home.

Photos: Throw in some photos of your smiling face, your product in action, stacks of money, or whatever is relevant and helps tell your story. Just be sure any visuals are high quality and actually add value. And please, no cheesy stock photos of overly enthusiastic business people engaging in unnatural acts of corporate glee.

Infographics: If you have data or statistics to share, turn them into slick infographics. Those colorful, bite-sized bits of visual information are like catnip for proposal readers. But keep your infographics clear and concise. Cramming too much text or too many numbers onto one can make people's eyes glaze over faster than a hot donut.

Company branding: Spice up your proposal format with your company's colors, logo, and fonts—whatever matches your branding. This helps build brand recognition and makes your proposal look more professional. But don't go overboard, or it'll seem like you're overcompensating.

Using visuals and branding in your proposal helps bring it to life, giving readers an instant visual understanding of your company and offer, all while flexing your expertise. And that can only help your chances of getting to yes.

Choose the right language and tone

When choosing the language and tone for your proposal, you have to walk a fine line. Aim for that sweet spot where you sound like a polished pro, but not so much that people think you're actually a robot in a skin suit.

Use balanced language: Avoid stiff, formal language as much as overly casual speak. Expressions like "enclosed herewith, please find" sound pompous, while "wanna" and "gonna" are too laid-back. Simple, straightforward language is the way to go.

Engage your reader: Talk to your reader like you would a colleague or client. Let your passion shine through in a genuine, unforced way. Demonstrate your enthusiasm for the project without the aggressive, frantic energy of someone selling blenders on infomercials at 3 a.m.

Keep promises realistic: While you want to highlight the benefits and potential wins of choosing you, don't make promises you can't keep or claims you can't back up. Share relevant case studies, statistics, and data to build a persuasive yet realistic argument. Your readers will appreciate your honesty and see you as a trustworthy partner.

Meticulously proofread: With the language and tone set, be sure to proofread carefully. Double-check for any spelling, grammar, or punctuation errors that can undermine your credibility and the professionalism of your proposal. Nothing screams "I wrote this in the parking lot" like a typo.

Highlight your unique selling proposition and social proof

You've got to convince your clients you're better than all the other yahoos vying for their business, and the best way to do that is by showing off what makes you uniquely qualified to solve their problems.

Framing your unique selling proposition (USP) in a way that benefits the customer is vital because it makes your offering more relatable and appealing, directly addressing the customer's needs or pain points.

For instance, a company might boast, "Our team has 103 years of collective experience." That's a hefty number, and one can't help but picture a team of Gandalfs shuffling papers and nodding sagely. Yet, without context, it's just a number, as emotionally stirring as announcing you've collected 103 pieces of lint from your dryer.

Instead of just humblebragging about your gazillion years of experience, tell prospects how it benefits them: "Our team's 103 years of collective experience means we spot problems before they arise, we don't waste time upskilling, and, like workplace MacGyvers, we're ready to turn a paperclip and a stick of gum into a solution."

Provide solid evidence that you've done this kind of work before. Share details of similar successful projects, along with social proof like testimonials or case studies from happy clients. Mention any awards or the time you got mentioned in the paper for something other than that misunderstanding about the "borrowed" traffic cone. The more you can demonstrate your experience and expertise, the more credibility you'll build.

Include a strong call to action

At the risk of stating the obvious, which I understand is a cherished tradition in the world of business proposals, one must not, under any circumstances, let a proposal fizzle out at the end without calling out next steps. It's like leaving a high-five hanging—it's awkward and, honestly, a little sad. Give your proposal the kind of finale that has confetti cannons and at least one person in the background slow-clapping until everyone joins in.

Stick the landing by issuing a clear call to action . State what happens next, such as scheduling a meeting to discuss next steps or providing a timeline for getting started. This gives the client confidence in moving forward with your company. Circle back to your key points and re-emphasize the benefits of working together, in case they skimmed the middle part because they were eating a sandwich or something.

Remember, ending a business proposal without a call to action is like forgetting to say "Bingo!" when you've got five in a row—it's a missed opportunity that could cost you more than just mild embarrassment at the senior center. Don't let a weak ending undermine an otherwise slam-dunk proposal. A strong finish could be the difference between a lost opportunity and your next big client.

While these proposal example templates are helpful, they're only the starting point. The real magic happens when you customize the template to match your unique voice and vision. And if you create lots of proposals, take it to the next level by trying out a dedicated proposal app or automating your workflow .

Related reading:

How to write a statement of work

How to craft your brand message

Business startup checklist: How to launch a startup step by step

How to write a proof of concept

The best apps for freelancers

21 project management templates to organize any workflow

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Allisa Boulette picture

Allisa Boulette

Based in New England, Allisa is a content marketer and small business owner who hopes to make the internet a more interesting place than she found it. When she’s not working, you can find her lying very still not doing anything.

  • Sales & business development
  • Small business

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How to Write a Business Proposal: Step-by-Step Guide

how to write a simple business proposal template

Writing business proposals is arguably not that fun. In fact, most business owners would rather avoid the task. However, if you have an amazing business proposal template to start with you can speed the process up significantly. The key is to build everything right the first time round and give yourself a reusable template you can tweak and adjust until it’s perfect.

What we'll cover in this article

  • Proposal templates
  • Visual presentation and design
  • Introduction (Executive summary)
  • Detailed specification
  • Terms and conditions
  • Optimizing your proposals for conversion

What Is A Business Proposal?

An effective business proposal is a formal document created with the purpose of persuading your potential customers to work with you. It’s a document used in a variety of industries - from selling carpets to offering enterprise software solutions and social media marketing , all of it starts with a business proposal.

Two types of business proposals

Besides the difference in the industry, the main division is between solicited and unsolicited business proposals. A solicited business proposal is sent when you already have a connection with the potential customer and they’re interested in what you’re selling. 

Usually, the buyer themselves will ask for a proposal outlining your problem statement. Whether they’re a small business or government agencies, your proposal should follow the project details they’ve outlined.

On the other hand, unsolicited proposals are sent without the explicit request of someone who may be interested in what you’re selling. Whether you’re writing formally solicited proposals or unsolicited ones, you’ll need to know how to structure them. 

Although it’s easier to create a solicited proposal, don’t stress out about writing unsolicited ones. Our guide can help you in both situations.

How To Write A Business Proposal - Take Your Proposal Writing From Good To Great

How To Write A Business Proposal The Easy Way

Have you ever freehanded a business proposal into the body of an email? Or started compiling it in a Word document from scratch? Or maybe you’re more into InDesign so you noticed a typo on your freshly exported PDF?

The fact of the matter is, creating a proposal for every client from scratch is both exhausting and a waste of time. Having a structured proposal writing system in place will save you countless hours. At the most basic level, your proposal writing system is two things:

  • Having a great business proposal template written with everything in it
  • Knowing what needs editing each time

The first thing, getting your business proposal template in order, is vital. The second is a matter of personalization to the specific job and client.

What Is A Business Proposal Template?

Put simply, a proposal template is a proposal that is about 90% finished. Think of it as a collection of all the best pieces of content you’ve ever put into previous proposals.

Your best introduction describing the problem statement, your best pricing strategy , best type of proof, best title page, etc. A winning template combines all the best elements of the proposals you’ve sent which resulted in sales for your product or service.

How To Write a Business Proposal Using A Proposal Template

If you’re using proposal software like Better Proposals, compiling this shouldn’t be difficult, because you will know which proposals work for your target audience thanks to our analytics and reports.

But what if you’ve never sent proposals before so you don’t have a basis for templates? What if you don’t have the time or just don’t know a thing about proposals? No reason to worry – our proposal library has more than 130 different proposal templates that help sell a wide range of products or services .

Once you have your template in place, you’ll only need to fill out the major details, such as:

  • The client's information
  • Specifics about the offer
  • Pricing, timelines, detailed specification
  • A proof section with an example similar to the offer you’re sending, etc.

Download This Complete Guide On How To Write A Business Proposal

Once you add these, your business proposal is ready to go. The main idea is that templates help you write proposals in 15 minutes instead of 5 hours. To see what the template creation process looks like, check out how easy it is to design yours in Better Proposals .

The importance of a good business proposal template

The best thing about a good proposal template is that you only need to create it once. After that, it’s just a matter of tweaking the details. If you do it properly the first time around, sending out a proposal turns into a few minutes’ work. 

The best tip we have is to choose your best proposal and turn it into a template. Allocate a good day to getting it as good as it can be - turn all specific information into placeholders, get your formatting sorted, and make sure your pricing section is clean and clear.

This also means editing the copy like it’s a headline on your website. Consider the wording, your client, and the emotions you want to evoke - really make each section shine.

Despite their growing popularity, this is the time to resist the urge to use AI content writers . The content they produce is easy to spot and putting effort into creating a great business proposal template makes all the difference. 

Later in this article, we’ll look at what is included in a business proposal, and that goes for your template too. We’ll provide business proposal examples as well. Next time you have that meeting with your potential client and they ask you to send them a business proposal for your proposed solution, you’ll confidently walk away knowing exactly what to do.

How To Write A Business Proposal That Sells

Most people think that writing a business proposal is boring and time-consuming. And for the most part, they’re right. There really is no creative flair in writing them and it’s all about pitching your product or service so that the new client says yes and gives you money. 

But it doesn’t have to be this way. There is a way to make proposal writing easier and more efficient and get your prospective client on board more quickly.

In the following sections, we’ll show you that writing a business proposal is more about preparation and using the right tools to make writing easier. In other words, we’ll teach you how to write a business proposal with minimal effort and maximum sales performance.

Once you pick the right proposal software tools, you’ll see how easy it is to create a winning proposal.

How To Track A Business Proposal Once Sent Out To a Client - Learn More

What questions are your customers asking?

When writing a business proposal, there’s a situation going on that only the best salespeople understand. Your potential client has a list of questions. They’ll rarely tell you what those questions are, mostly because they’re pretty awkward. 

For example, we had a situation when I quoted someone £40,000 for some software once. The proposal was about 17 pages long, and the client replied with one sentence:

“Sounds good. What happens if you die? How do I get my data back?”

I didn’t think it was an appropriate time to go back to him and explain I probably wouldn’t care about his data if I was dead. However, I did explain to him a contingency plan that we had in place for nearly a decade now for this exact situation. I told him, and he signed up.

This got me thinking. While this guy was the first bold enough to ask that question, he can’t have been the first guy to think it. From that moment on, we included the contingency plan in every business proposal we sent under a section called 'How we protect your data'.

Awkward questions your potential customers have but won’t ask you:

  • What happens if you die?
  • What will I do if they screw up my search engine rankings?
  • What happens if they take over my website and vanish?
  • What happens if they redesign my website and I get fewer conversions than I got before?

A rare client will actually ask these questions to your face, but it doesn’t mean they won’t pop into their mind. Think about it. How many questions do people actually ask on the back of proposals? Answer these questions in your proposal before the client gets a chance to ask them.

How do you want your potential clients to feel?

Don’t think of business proposals as just sales documents - think of them as taking someone on an experience. Think movies. The emotions override the content. It’s less important how you get them to feel sadness at the end, so long as you do.

Writing a business proposal isn't that different. It's all about the emotion you want your potential client to feel at the end of reading it. For example:

  • Excitement – Describing possibilities using uplifting pictures and success stories is good here. Don’t bore them with a document resembling a long business plan.
  • Confidence – Include lots of proof and trust-building elements into this. Don’t make suggestions; be certain in your wording.
  • Action taking – Lots of commanding words and talking about the next step. Don’t bog them down with a list of 42 things to decide on. Just get them to do the “next” thing.

You could find the best custom writing service out there and you’d still be the only one who can do this properly. That’s because, depending on your client and what you’re selling, only you know what’s most appropriate.

What you definitely don’t want to be doing is talking in “maybes”, “ifs”, and using suggestive wording when you want someone to trust you. It sounds like you’re not sure. As a good friend, Mitch Miller, says:

“The doctor doesn’t ask the patient if it’s the right prescription. He just prescribes the right thing and tells them to get out of the office.”

How To Write A Business Proposal - The 8 Core Elements

There are 8 elements most business proposals should include. Some are absolutely essential; some are not – that depends on your specific situation. Here they are:

Does your proposal need to have all of these sections? Maybe yes, maybe not – it depends. However, all of our proposal templates have these sections out of the box. But wait - there’s one thing we haven’t mentioned on purpose.

0. The cover page

All proposals should have a well-designed cover page with an image and text to address the specific client. We’re leaving it out because all of our business proposal templates come with beautiful, professionally designed cover pages already built in.

A beautifully designed cover page can help your business stand out because it gives your entire document a level of professionalism. What’s more, it brings the wow factor that pulls clients in right off the bat.

How To Write A Business Proposal Step Zero - Start With A Cover Page

1. The introduction

Also known as the Executive summary. Good business proposals always start with a great introduction . This is the most read part of your proposal, so it needs to get across that you understand their situation and you’re clear on their goal. Your meetings and discovery sessions should be heavily predicated on getting the information for this section of the proposal.

Step One  - How To Write A Business Proposal - The Introduction

The biggest reason you’re not winning new business is not getting a chance to do a meeting or initial call about the job. As a result, you never discovered what the client wants to achieve, what’s important to them, and what makes them tick. And because you don’t know that information, you lead with the things that don’t matter as much (e.g., the price or the technicalities of what you’re going to do). 

This is why a discovery call is one of the most important things to include when you learn how to write a business proposal. Without it, you’re essentially guessing what the client needs.

Every Business Proposal Needs A Good Introduction

Your introduction should show the client that you’ve listened to their problem and that you have the cure, which you will show them in the next section. If you want to create an ongoing relationship, you need to show that you’ve researched your client’s company.

If you want to present your clients with a custom service, this is the place to stress that. Show them how you customize your usual offer to match their exact pain point.

According to our own research, this is the most-read section of all business proposals besides the pricing. Most clients read just these two sections, so make sure that you invest extra time and care in this one.

How to write a proposal introduction

This section is also known as a summary or an executive summary, depending on your resources. Even though the title is different, everything else is the same – it’s a section where you discuss how you’re going to solve the client’s problem and present your value proposition.

The most important tip we have here is to make it all about the client and the solution to their problem. In other words, refrain from going on and on about yourself. At the end of the day, a client reading a proposal wants to know what solution you offer. And if they’re interested in your company history or the process of forming an LLC , they’ll Google it.

better proposals e-commerce website design proposal template screenshot

Make sure to keep it short and to the point. You want to keep your entire proposal easy to read and as enjoyable of an experience for your potential client as possible. 

Since the executive summary is such an important part of any standard business proposal, don’t be afraid of asking your team members to read it and give you feedback. And if you need more practical writing tips, check out our in-depth proposal introduction writing guide .  

2. The detailed specification

This part varies depending on what you’re selling. If it’s a website, this could be a list of pages and features. If you’re writing a social media marketing proposal, then this could be the strategy or the talent and credentials of your team. It’ll vary.

The basic idea is to be as detailed as possible in your offer. That way, the prospective client understands exactly how your proposed solutions work.

better proposals simple web design proposal template screenshot

The reason it’s important is that if the deal goes bad, you both have this section to refer back to. Your business proposal outlines accountability and what the client should hope for. Moreover, it also serves as a good exercise for you when writing a good business proposal, as this is all the information you’re going to gather in any discovery phase of the deal.

It’s important here to keep this in plain English. Stay far away from jargon, as it will only confuse the potential client. The less the reader understands, the less they trust you.

Also, if you absolutely must write about your company, this might be the place to do it. Who you are, what you do, how long you’ve been doing it, and what makes you stand out. However, don’t spend too much time or space on this because the focus is on the client, not you.

3. The timescales

It doesn’t matter if it’s a wide bracket, like 2-4 weeks – you have to give the client some clue about your project timeline . Otherwise, it’s a massive unknown.

better proposals freelance writing proposal template screenshot

It can be really useful to find out if the client has a special event or another reason for a project timeline to be important to them. If there is, tie that in. You can even tie that into scarcity to give them the incentive to sign the proposal off by a certain date. And if you’re writing unsolicited proposals, you need to be especially convincing and present your project timeline in a way that will make it hard to say no to. 

Be as specific as possible, but also use this section to your advantage. More time to deliver means two things:

  • You can finish earlier than promised and impress your client
  • You have more time to spare if something goes unexpectedly wrong

More time is always better, but make sure that you consider the need for urgency as well.

4. The proof

You must prove to your client that you can actually deliver your proposed solution. Now, you might say, “we have examples on our website”. That’s nice – but the client is not looking at your website, they’re reading your proposal – your one big “ask” for the business. They want solid proof and a few good case studies will do.

You need to have sufficient proof in a good business proposal. This could be examples, testimonials, video case studies, screenshots from a client proving you helped them with something, a recording of a voicemail – anything.

better proposals wedding photography proposal template screenshot

As you can see in our business proposal example, it doesn’t have to be complex and have the production value of a Spielberg classic. It just needs to get the point across.

To help them feel like they’ll be in good hands, you can also indicate relevant credentials and certifications your team managers and members have. After all, product managers and team leaders will play a massive role in ensuring that your product or service is of top quality.

The good news is, there is more than one type of proof that you can choose. Case studies, testimonials, portfolio pieces, explainer videos – there are lots of ways to convince your clients that you’re the real deal.

5. The price

Based on our data, this is the second most read section of any business proposal – people usually jump straight from the introduction to the pricing table. Needless to say, spend some extra time here to make it look right.

When using our business proposal templates, you can choose how to format your price based on project details. That said, there are a few things you want to make sure of. 

The first is that the pricing is super clear. If you have somewhat of a confusing pricing structure, then this might be time to think about simplifying it.

better proposals high-end web design proposal template screenshot

Speaking of which, we’ve done some research on pricing in business proposals and you can see our results in the latest Proposal Report . As it turns out, it’s a better idea to have a single offer and price instead of trying to get more money with upsells. Proposals with a single offer sold significantly more – 20.6% for offers with upfront costs and 33% higher for offers with monthly retainer costs.

The reason is that a business proposal is a matter of getting a simple answer – yes or no. The more options you add, the more difficult it gets for them to decide whether to sign or not. Keep your responsive pricing tables super simple.

The way you format your price can help avoid further negotiations. Our analysis of real-life pricing mistakes should give you a good idea of what to avoid.

How to name your pricing section

Finally, there is one more thing that you should know about the pricing section – don’t call it that. We’ve discovered that these names work better:

  • Return on investment
  • And others following this pattern

naming your pricing section proposal report data

Basically, you want your clients to see your services as an investment in their business, rather than a simple cost and money down the drain. Small businesses or enterprise clients, no one wants to spend money - they want to invest it.

6. The guarantee

Some people love the idea of a guarantee. Others don’t like giving guarantees for fear of abuse. However, a guarantee is a great way to push new clients further towards conversion.

better proposals brand design proposal template screenshot

Instead of a typical money-back guarantee, consider guaranteeing a part of your service or a timescale. Cheryl Laidlaw’s “Website in a Day” service is a good example. 

She, at the time of writing, charges £1,995 for the day and delivers the website THAT NIGHT. The client doesn’t go home (and neither does Cheryl) until it’s done – which is an amazing offer .

7. The next steps

A lot of times, people seem to forget the very basics – to show the client what to do next. Sure, some people might read your business proposal and say, “Great, okay, let’s go ahead”. But why would you leave it up to them to figure it out?

It’s not their job to figure out how to buy from you, especially if you’re sending informally solicited proposals. Just make sure to tell them what the next steps are. Usually, this will be something like:

Step 1: Sign the proposal by typing your name in the box below and hitting ‘Accept’. This makes the proposal a legally binding contract.

Sign the proposal

Step 2: We’ll invoice you for 50%. Please pay for this immediately.

Step 3: We’ll arrange our initial consultation call with you.

Anyone can do these tasks on their own – they’re not all that complex. The problem is that if you leave all of this unsaid, you’re leaving your clients wondering. Explain all the details of what’s going to happen next.

8. The terms and conditions

You absolutely should be including your contract or terms and conditions. Just put it on a separate page called Terms & Conditions or Terms of Business .

better proposals Facebook ads proposal template terms and conditions screenshot

There’s a great contract written for freelancers which covers 98% of the basics. If you’re not using a contract in your business right now, use this until your legal team demands something better.

You should always include your terms in your business proposals because when someone signs the proposal, they automatically sign the contract . It covers you and it covers the client, so it’s only natural to include it.

Just reading the words “terms and conditions” may make you feel dizzy because of the work ahead, but it’s actually something that you can do once and never fret about again later.

A Business Proposal That's Optimized for Conversion

So let's say you've followed all the steps in the "How To Write A Business Proposal Guide," and you now have the best structured proposal on the planet, and it still loses business. Why could this be? - perhaps it's a conversion problem. We’ve analyzed hundreds of thousands of proposals sent through our platform to see what makes them convert. Here are some data-backed tips to help you.

1. Send your proposals quickly

For over four years now, sending proposals out within 24 hours of meeting the client has been the best way to increase conversion rates. According to our data, proposals that are sent out within that time frame had a 23% higher conversion rate than those sent only a day later.

2. Include a cover page

While jumping straight into the introduction won’t hurt your conversions significantly, our data shows having a cover page makes a difference. Proposals with a cover page convert 4.6% better than the ones without it.

3. Don’t go overboard

The length of a business proposal will largely depend on what you do. That said, proposals that convert the best are short, concise, and to the point. Our data backs this up, showing that the optimal proposal length has been 6-7 sections for five years now.  

4. Make sure your proposals are mobile-friendly

The number of clients opening business proposals on desktop computers has been steadily decreasing over the years. As a matter of fact, as much as 46% of proposals are now opened on mobile devices. 

You won’t get a second chance to make a first impression, and you can’t control what device your client chooses to use. So what do you do? Choose a responsive design that looks great on all screen sizes.

documents opened on mobile proposal report stats

5. Look professional

Pixelated logos, mismatched fonts, and typos are the best way to lose credibility right off the bat. Our data shows that branding goes a long way, with proposals sent from a custom domain converting 19.3% better than the ones sent from a third-party domain.

6. Integrate live chat

Great customer service is always crucial to increasing your conversion rate. Live chat not only helps you to respond to your client's questions in real time but also puts them at ease. That’s why proposals with integrated live chat convert 18.2% better than those without it.

7. Make the offer easy to accept

The harder you make it for the client to do business with you, the more business you’re losing. With business proposals, the answer is easy - use a web-based platform like Better Proposals. That way, you’re letting clients sign documents electronically and pay, all in one place.

Using traditional PDFs sent as email attachments makes your conversion rate 88% worse. It's not a surprise when you think about it - nobody likes going through the hassle of printing, signing, scanning, and sending the document back.

sign by drawing with better proposals

Using Proposal Software To Write, Send & Track Your Business Proposals

The truth is, rarely anyone writes proposals these days – most people use proposal software. Here’s why it’s a good idea:

  • Proposal software is web-based . You can send your clients links instead of PDF files.
  • Proposals are optimized for different devices. They look and feel the same on a phone, laptop or tablet.

Use a proposal software

  • You get to use proposal templates . (We have more than 130 of them.)
  • You can track what the client does with the proposal. You get notifications when they read, forward and sign.

Progress of your business proposal

  • Clients can instantly sign proposals electronically. This means your proposals are considered legally binding contracts. No need for third-party tools like DocuSign or DocuSign alternatives – good proposal software has that already built in.
  • Clients can pay from the proposal. Paypal, Stripe, GoCardless, you name it.

Pay from the proposal

  • You can use a variety of integrations . MailChimp, Zapier, Salesforce, HubSpot , or whatever else you are using in your sales workflow.
  • Detailed reporting . Find out what works and what doesn’t, no guessing.

Sales report from your proposals

  • The ability to use live chat . You can chat with the client as they’re reading the proposal, increasing your conversions.
  • You get to write your proposals in 15 minutes , not 5 hours. Pull the data from your CRM and populate it with automatic fields - it’s that simple.

how to write a simple business proposal template

These are just some of the many reasons why you should consider using proposal software rather than opening Word next time you want to write an effective business proposal.

The takeaways

Whether you’re a seasoned professional or just starting a new business , following our guide will help you dramatically increase the number of people who say yes to your proposals. In summary, here are the exact steps that you need to take to write an amazing business proposal:

  • Start off with a proposal template
  • Find out the questions that your clients are asking
  • Think of how you want the clients to feel as they read the proposal
  • Include the 8 elements of a winning business proposal, as listed above
  • Use proposal software to automate the writing process

One of the biggest reasons people take forever to write business proposals and ultimately do a bad job is because they are using software that simply isn’t geared up to doing the job in an effective way. It might sound like a self-serving suggestion , but you should take a look at using Better Proposals for writing your next business proposal. 

The business proposal templates in our Marketplace alone will save you a ton of time with many business proposal examples to browse, and our proposal software has everything you need for writing proposals in one place.

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Project Proposal – How to Write One Without Actually Writing Anything

A project proposal is a sales document that shows a business relationship between the seller/vendor and the customer purchasing their product or service.

Proposal Template Tips - Win 113% More Business Faster

Our proposal template tips will help you nail your proposal template so you close more sales and spend less time on proposal writing.

how to write a simple business proposal template

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7 simple steps to write a business proposal | a guide for small businesses.

7 Simple Steps to Write a Business Proposal | A Guide for Small Businesses

Why would your small business need to write a proposal? Government agencies and big companies may require you to submit one in response to their request for proposal (RFP). Or a new client could want an in-depth look at why you’re the right business for the job.

Whatever the case, writing powerful proposals helps small businesses win jobs in today’s competitive business environment, according to Entrepreneur .

Confused about what a business proposal (also known as a “project proposal”) is? This article has an easy-to-understand definition.

In this article, we’ll cover:

  • Get a Template
  • Understand the Requirements
  • Talk to the Client
  • Brainstorm Solutions
  • Sell Your Value
  • Fill out the Details
  • Review and Revise

1. Get a Template

A business proposal template helps you create a professional-looking, detailed proposal. Proposals generally have the same format, though there may be specific requirements depending on what industry you’re in, according to Inc. .

Microsoft Office has free proposal templates for service-based businesses (Word) and another for construction contractors (Excel).

Or take your proposals to the next step. FreshBooks has cloud-based proposal software that makes creating and sending winning proposals easy.

how to write a simple business proposal template

2. Understand the Requirements

A RFP makes understanding a potential client’s requirements simple. An RFP will typically include the project’s timeline, budget and scope. It’s important to look beyond the RFP, though (or however the client sent you the project details—an email or your notes from a phone call).

Ask yourself the following questions:

  • What goals does the client have?
  • How is my business uniquely positioned to help the client achieve their goals?
  • Is the project scope, budget and timelines doable?

Next, decide if you really want to take on this project. Just because you received an RFP, doesn’t mean you have to submit a proposal—though you should certainly thank the client for considering you for the project. Proposals are incredible time-consuming to prepare and time ultimately costs money.

Ask yourself:

  • Do I have the time, resources and expertise to do this job (and do it well)?
  • Does this contract seem like it will extend into an ongoing relationship?
  • Does the client have good connections to other potential clients?
  • Is there a better opportunity on the horizon?

3. Talk to the Client

If you haven’t had a conversation with the prospective client yet, now’s the time to do it. Perhaps you got an RPF over email. Schedule a chat over the phone or in person about what the client really wants from the project.

An email or RFP may ask for certain deliverables but as you dig deeper into the project, you may be uncertain if that’s what they really want. Or there may be issues with the project that the RFP doesn’t account for and need to be included in the RFP and discussed with the potential client.

It’s also important to discover if another company already attempted the project and what didn’t work and why. Or if the client already received a round of proposals that they didn’t approve.

Ask the client:

  • What concerns do you have about the project?
  • Who makes the decisions?
  • What are your operating policies? These could include customer service policies.
  • Has the project already been attempted? What didn’t work?
  • How will you evaluate my proposal?
  • What do and don’t you like about working with contractors?
  • What is the project budget (if this hasn’t been discussed before)?

Your should also do some general research online about:

  • When the client’s company was founded
  • What products and/or services they provide
  • What are its competitors and are they doing better or worse than them
  • How the company is doing financially

You might also try asking anyone who’s worked with the company before about their experience.

At this point, you should have at least a ballpark idea of the client’s budget, according to Artists Network . Otherwise, you’re wasting your time.

  • What budget have you allocated for this job?
  • What are you thinking of spending?
  • What can you afford?

An answer like “I don’t know” could mean they want you to propose a number. If they respond with something like “We don’t have a lot to spend” or “There isn’t really a budget” then you should definitely get a budget number now . They probably can’t afford you.

4. Brainstorm Solutions

Now it’s time to figure out how you’ll deliver on the client’s needs. Gather your team (if you have one) and figure out the steps you’d require to reach the end goal and in what order they need to be done.

Analyze the costs and benefits of the solutions you propose as well as how long they’ll take and what resources you’ll need to complete them. This article on estimation techniques will help you with this process and eliminate proposed solutions that don’t work.

Use information gleaned from your call with the client: are the key decision maker more concerned about you cutting costs or going above and beyond on customer service? After all, no matter how brilliant your solution it’s not going to get approved if it doesn’t align with the client’s priorities.

And go back to the RFP and see what criteria are most important, such as timelines and price. If your solution is time-consuming and/or expensive, you need to go back to the drawing board.

Now it’s time to start writing that proposal. You may need to add more sections. You should have the following sections:

  • Overview: Explain why the client wants to go ahead with this project (they could be trying to fix a problem, like fixing a leaky roof). Include any context or background. Use your research. This section is also called an “executive summary.”
  • Goals: Outline the project goals based on the RFP. Tie this into your own business’s mission and goals. Be compelling so that the client wants to keep reading but be concise too.
  • Methodology: Outline the steps you plan to take to meet the project goals.
  • Time and Cost: Detail timelines and pricing for each of the above steps. These are usually plugged into line items with prices and quantities (if you’re selling a product). You should also be clear about when you’ll be submitting invoices and when payment will be due for each.

5. Sell Your Value

Your proposal overview should explain why your business is the best fit for the job. After all, a proposal is a sales document that’s intended to win a job and edge out your competitors.

Research your competitors—you can make an educated guess or the client may even tell you who you’re up against. If you feel comfortable, ask the client how they like working with these competitors (if they have done so) and what their strengths are. Then figure out what your company’s value is versus your competitors’.

  • For example, a website designer can sell themselves to a startup company by mentioning that they only focus on designing for startups. Then they can include samples from past startup projects plus testimonials from those clients.

You also need to address any potential weaknesses the client thinks you have.

  • For example, the website designer is competing for the startup project against big, established firms. They can discuss how they can devote all their time to this project, while the big firms will be juggling multiple projects.

Add the following sections to your proposal template:

  • Qualifications: Outline why your company is the best fit for this job based on your competitive strengths and what your proposal’s being evaluated on (see the RFP)
  • Benefits: Detail how the client will benefit by using your particular solutions.

Be sure to focus on the company’s goals and problems, not on your business. The prospective client want to know how you can solve their problems, not generally how great your business is.

6. Fill out the Details

You’ve written the most important sections. Now it’s time to fill out all the mundane details in your proposal template like the date and terms and conditions. Jump to the section below on what should elements should be included in a standard business proposal.

You may also want to write a business proposal letter (or “cover letter”) to provide context on why you’re submitting. Learn how to do so in this article .

7. Review and Revise

Now that your proposal’s complete, look it over.

  • Does it fulfill all the requirements laid out in the RFP?
  • Does it cover all the client’s concerns?
  • Is the structure clear and logical?
  • How’s the grammar and spelling?
  • Does it look professional and high quality?

Ask one of your team members to check the proposal for all the above criteria. Run your spelling and grammar checker as a backup. Especially review the executive summary (or overview) in detail as this is typically the first thing the potential client will read.

Make sure you attach include any relevant addendum like design plans, samples of past work, client testimonials etc. Or include a link to an online portfolio.

Most small businesses can send their proposals online but for big jobs, you might consider printing and professionally binding the proposal.

Now wait for the client to sign. or they can conveniently approve the proposal online using best proposal software . Either way, after following these steps its much more likely you’ve created a successful proposal that will win the job.

how to write a simple business proposal template

People also ask:

What Does a Business Proposal Look Like?

What should be included in a business proposal, how do you write a good business proposal.

Business proposals for service-based businesses tend to be alike, according to Inc. . There can be some differences in specific industries, like trades and home services, though.

Below is an  and what the outline typically looks like. Then jump to the section below to learn about what specific elements are usually included in a business proposal. A note: a business proposal is also known as a “project proposal.”

example of a general business proposal

Source: FreshBooks

Include the following elements in your business proposal:

  • Your contact information
  • Client contact information
  • Proposal date
  • Proposal number
  • Reference number (a PO number, for example)
  • Project overview
  • Scope of work
  • Services or product breakdown with quantities and prices
  • Sales tax, if applicable
  • Total project cost (include what currency it’s in)
  • Notes (including payment details)
  • Terms and conditions

You can also choose to include a cover letter ( this article shows you how to write one). But for smaller jobs, Inc. recommends combining the cover letter and proposal document into one document. You can also attach charts, graphs, photographs, maps, client testimonials, examples of past work etc.

To write a good business proposal (also known as a “project proposal”), Inc. suggests you consider the five following tips:

  • Sell your business. You must prove why your business is the right fit for the job and will provide the client the best value for the price. You must demonstrate that you understand the problem and provide a reasonable solution.
  • Understand the client. Talk to the client about exactly what they’re looking for in the project and from the proposal.
  • Establish your presence in the industry. This should be done ahead of time through sales and marketing techniques like advertising, having a social media presence, speaking at conferences and more. Also make sure you’re contacting the appropriate decisions makers at the company via email and phone to establish your presence.
  • Brainstorm solutions. Understand what promises you’re willing to make and how the client will evaluation your solutions (is cost most important?).
  • Edit. Customize any standard boilerplate text or content. Hire a copyeditor or in a pinch, use a grammer service like Grammarly .

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Step-by-Step Guide to Writing a Simple Business Plan

By Joe Weller | October 11, 2021

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A business plan is the cornerstone of any successful company, regardless of size or industry. This step-by-step guide provides information on writing a business plan for organizations at any stage, complete with free templates and expert advice. 

Included on this page, you’ll find a step-by-step guide to writing a business plan and a chart to identify which type of business plan you should write . Plus, find information on how a business plan can help grow a business and expert tips on writing one .

What Is a Business Plan?

A business plan is a document that communicates a company’s goals and ambitions, along with the timeline, finances, and methods needed to achieve them. Additionally, it may include a mission statement and details about the specific products or services offered.

A business plan can highlight varying time periods, depending on the stage of your company and its goals. That said, a typical business plan will include the following benchmarks:

  • Product goals and deadlines for each month
  • Monthly financials for the first two years
  • Profit and loss statements for the first three to five years
  • Balance sheet projections for the first three to five years

Startups, entrepreneurs, and small businesses all create business plans to use as a guide as their new company progresses. Larger organizations may also create (and update) a business plan to keep high-level goals, financials, and timelines in check.

While you certainly need to have a formalized outline of your business’s goals and finances, creating a business plan can also help you determine a company’s viability, its profitability (including when it will first turn a profit), and how much money you will need from investors. In turn, a business plan has functional value as well: Not only does outlining goals help keep you accountable on a timeline, it can also attract investors in and of itself and, therefore, act as an effective strategy for growth.

For more information, visit our comprehensive guide to writing a strategic plan or download free strategic plan templates . This page focuses on for-profit business plans, but you can read our article with nonprofit business plan templates .

Business Plan Steps

The specific information in your business plan will vary, depending on the needs and goals of your venture, but a typical plan includes the following ordered elements:

  • Executive summary
  • Description of business
  • Market analysis
  • Competitive analysis
  • Description of organizational management
  • Description of product or services
  • Marketing plan
  • Sales strategy
  • Funding details (or request for funding)
  • Financial projections

If your plan is particularly long or complicated, consider adding a table of contents or an appendix for reference. For an in-depth description of each step listed above, read “ How to Write a Business Plan Step by Step ” below.

Broadly speaking, your audience includes anyone with a vested interest in your organization. They can include potential and existing investors, as well as customers, internal team members, suppliers, and vendors.

Do I Need a Simple or Detailed Plan?

Your business’s stage and intended audience dictates the level of detail your plan needs. Corporations require a thorough business plan — up to 100 pages. Small businesses or startups should have a concise plan focusing on financials and strategy.

How to Choose the Right Plan for Your Business

In order to identify which type of business plan you need to create, ask: “What do we want the plan to do?” Identify function first, and form will follow.

Use the chart below as a guide for what type of business plan to create:

Is the Order of Your Business Plan Important?

There is no set order for a business plan, with the exception of the executive summary, which should always come first. Beyond that, simply ensure that you organize the plan in a way that makes sense and flows naturally.

The Difference Between Traditional and Lean Business Plans

A traditional business plan follows the standard structure — because these plans encourage detail, they tend to require more work upfront and can run dozens of pages. A Lean business plan is less common and focuses on summarizing critical points for each section. These plans take much less work and typically run one page in length.

In general, you should use a traditional model for a legacy company, a large company, or any business that does not adhere to Lean (or another Agile method ). Use Lean if you expect the company to pivot quickly or if you already employ a Lean strategy with other business operations. Additionally, a Lean business plan can suffice if the document is for internal use only. Stick to a traditional version for investors, as they may be more sensitive to sudden changes or a high degree of built-in flexibility in the plan.

How to Write a Business Plan Step by Step

Writing a strong business plan requires research and attention to detail for each section. Below, you’ll find a 10-step guide to researching and defining each element in the plan.

Step 1: Executive Summary

The executive summary will always be the first section of your business plan. The goal is to answer the following questions:

  • What is the vision and mission of the company?
  • What are the company’s short- and long-term goals?

See our  roundup of executive summary examples and templates for samples. Read our executive summary guide to learn more about writing one.

Step 2: Description of Business

The goal of this section is to define the realm, scope, and intent of your venture. To do so, answer the following questions as clearly and concisely as possible:

  • What business are we in?
  • What does our business do?

Step 3: Market Analysis

In this section, provide evidence that you have surveyed and understand the current marketplace, and that your product or service satisfies a niche in the market. To do so, answer these questions:

  • Who is our customer? 
  • What does that customer value?

Step 4: Competitive Analysis

In many cases, a business plan proposes not a brand-new (or even market-disrupting) venture, but a more competitive version — whether via features, pricing, integrations, etc. — than what is currently available. In this section, answer the following questions to show that your product or service stands to outpace competitors:

  • Who is the competition? 
  • What do they do best? 
  • What is our unique value proposition?

Step 5: Description of Organizational Management

In this section, write an overview of the team members and other key personnel who are integral to success. List roles and responsibilities, and if possible, note the hierarchy or team structure.

Step 6: Description of Products or Services

In this section, clearly define your product or service, as well as all the effort and resources that go into producing it. The strength of your product largely defines the success of your business, so it’s imperative that you take time to test and refine the product before launching into marketing, sales, or funding details.

Questions to answer in this section are as follows:

  • What is the product or service?
  • How do we produce it, and what resources are necessary for production?

Step 7: Marketing Plan

In this section, define the marketing strategy for your product or service. This doesn’t need to be as fleshed out as a full marketing plan , but it should answer basic questions, such as the following:

  • Who is the target market (if different from existing customer base)?
  • What channels will you use to reach your target market?
  • What resources does your marketing strategy require, and do you have access to them?
  • If possible, do you have a rough estimate of timeline and budget?
  • How will you measure success?

Step 8: Sales Plan

Write an overview of the sales strategy, including the priorities of each cycle, steps to achieve these goals, and metrics for success. For the purposes of a business plan, this section does not need to be a comprehensive, in-depth sales plan , but can simply outline the high-level objectives and strategies of your sales efforts. 

Start by answering the following questions:

  • What is the sales strategy?
  • What are the tools and tactics you will use to achieve your goals?
  • What are the potential obstacles, and how will you overcome them?
  • What is the timeline for sales and turning a profit?
  • What are the metrics of success?

Step 9: Funding Details (or Request for Funding)

This section is one of the most critical parts of your business plan, particularly if you are sharing it with investors. You do not need to provide a full financial plan, but you should be able to answer the following questions:

  • How much capital do you currently have? How much capital do you need?
  • How will you grow the team (onboarding, team structure, training and development)?
  • What are your physical needs and constraints (space, equipment, etc.)?

Step 10: Financial Projections

Apart from the fundraising analysis, investors like to see thought-out financial projections for the future. As discussed earlier, depending on the scope and stage of your business, this could be anywhere from one to five years. 

While these projections won’t be exact — and will need to be somewhat flexible — you should be able to gauge the following:

  • How and when will the company first generate a profit?
  • How will the company maintain profit thereafter?

Business Plan Template

Business Plan Template

Download Business Plan Template

Microsoft Excel | Smartsheet

This basic business plan template has space for all the traditional elements: an executive summary, product or service details, target audience, marketing and sales strategies, etc. In the finances sections, input your baseline numbers, and the template will automatically calculate projections for sales forecasting, financial statements, and more.

For templates tailored to more specific needs, visit this business plan template roundup or download a fill-in-the-blank business plan template to make things easy. 

If you are looking for a particular template by file type, visit our pages dedicated exclusively to Microsoft Excel , Microsoft Word , and Adobe PDF business plan templates.

How to Write a Simple Business Plan

A simple business plan is a streamlined, lightweight version of the large, traditional model. As opposed to a one-page business plan , which communicates high-level information for quick overviews (such as a stakeholder presentation), a simple business plan can exceed one page.

Below are the steps for creating a generic simple business plan, which are reflected in the template below .

  • Write the Executive Summary This section is the same as in the traditional business plan — simply offer an overview of what’s in the business plan, the prospect or core offering, and the short- and long-term goals of the company. 
  • Add a Company Overview Document the larger company mission and vision. 
  • Provide the Problem and Solution In straightforward terms, define the problem you are attempting to solve with your product or service and how your company will attempt to do it. Think of this section as the gap in the market you are attempting to close.
  • Identify the Target Market Who is your company (and its products or services) attempting to reach? If possible, briefly define your buyer personas .
  • Write About the Competition In this section, demonstrate your knowledge of the market by listing the current competitors and outlining your competitive advantage.
  • Describe Your Product or Service Offerings Get down to brass tacks and define your product or service. What exactly are you selling?
  • Outline Your Marketing Tactics Without getting into too much detail, describe your planned marketing initiatives.
  • Add a Timeline and the Metrics You Will Use to Measure Success Offer a rough timeline, including milestones and key performance indicators (KPIs) that you will use to measure your progress.
  • Include Your Financial Forecasts Write an overview of your financial plan that demonstrates you have done your research and adequate modeling. You can also list key assumptions that go into this forecasting. 
  • Identify Your Financing Needs This section is where you will make your funding request. Based on everything in the business plan, list your proposed sources of funding, as well as how you will use it.

Simple Business Plan Template

Simple Business Plan Template

Download Simple Business Plan Template

Microsoft Excel |  Microsoft Word | Adobe PDF  | Smartsheet

Use this simple business plan template to outline each aspect of your organization, including information about financing and opportunities to seek out further funding. This template is completely customizable to fit the needs of any business, whether it’s a startup or large company.

Read our article offering free simple business plan templates or free 30-60-90-day business plan templates to find more tailored options. You can also explore our collection of one page business templates . 

How to Write a Business Plan for a Lean Startup

A Lean startup business plan is a more Agile approach to a traditional version. The plan focuses more on activities, processes, and relationships (and maintains flexibility in all aspects), rather than on concrete deliverables and timelines.

While there is some overlap between a traditional and a Lean business plan, you can write a Lean plan by following the steps below:

  • Add Your Value Proposition Take a streamlined approach to describing your product or service. What is the unique value your startup aims to deliver to customers? Make sure the team is aligned on the core offering and that you can state it in clear, simple language.
  • List Your Key Partners List any other businesses you will work with to realize your vision, including external vendors, suppliers, and partners. This section demonstrates that you have thoughtfully considered the resources you can provide internally, identified areas for external assistance, and conducted research to find alternatives.
  • Note the Key Activities Describe the key activities of your business, including sourcing, production, marketing, distribution channels, and customer relationships.
  • Include Your Key Resources List the critical resources — including personnel, equipment, space, and intellectual property — that will enable you to deliver your unique value.
  • Identify Your Customer Relationships and Channels In this section, document how you will reach and build relationships with customers. Provide a high-level map of the customer experience from start to finish, including the spaces in which you will interact with the customer (online, retail, etc.). 
  • Detail Your Marketing Channels Describe the marketing methods and communication platforms you will use to identify and nurture your relationships with customers. These could be email, advertising, social media, etc.
  • Explain the Cost Structure This section is especially necessary in the early stages of a business. Will you prioritize maximizing value or keeping costs low? List the foundational startup costs and how you will move toward profit over time.
  • Share Your Revenue Streams Over time, how will the company make money? Include both the direct product or service purchase, as well as secondary sources of revenue, such as subscriptions, selling advertising space, fundraising, etc.

Lean Business Plan Template for Startups

Lean Business Plan Templates for Startups

Download Lean Business Plan Template for Startups

Microsoft Word | Adobe PDF

Startup leaders can use this Lean business plan template to relay the most critical information from a traditional plan. You’ll find all the sections listed above, including spaces for industry and product overviews, cost structure and sources of revenue, and key metrics, and a timeline. The template is completely customizable, so you can edit it to suit the objectives of your Lean startups.

See our wide variety of  startup business plan templates for more options.

How to Write a Business Plan for a Loan

A business plan for a loan, often called a loan proposal , includes many of the same aspects of a traditional business plan, as well as additional financial documents, such as a credit history, a loan request, and a loan repayment plan.

In addition, you may be asked to include personal and business financial statements, a form of collateral, and equity investment information.

Download free financial templates to support your business plan.

Tips for Writing a Business Plan

Outside of including all the key details in your business plan, you have several options to elevate the document for the highest chance of winning funding and other resources. Follow these tips from experts:.

  • Keep It Simple: Avner Brodsky , the Co-Founder and CEO of Lezgo Limited, an online marketing company, uses the acronym KISS (keep it short and simple) as a variation on this idea. “The business plan is not a college thesis,” he says. “Just focus on providing the essential information.”
  • Do Adequate Research: Michael Dean, the Co-Founder of Pool Research , encourages business leaders to “invest time in research, both internal and external (market, finance, legal etc.). Avoid being overly ambitious or presumptive. Instead, keep everything objective, balanced, and accurate.” Your plan needs to stand on its own, and you must have the data to back up any claims or forecasting you make. As Brodsky explains, “Your business needs to be grounded on the realities of the market in your chosen location. Get the most recent data from authoritative sources so that the figures are vetted by experts and are reliable.”
  • Set Clear Goals: Make sure your plan includes clear, time-based goals. “Short-term goals are key to momentum growth and are especially important to identify for new businesses,” advises Dean.
  • Know (and Address) Your Weaknesses: “This awareness sets you up to overcome your weak points much quicker than waiting for them to arise,” shares Dean. Brodsky recommends performing a full SWOT analysis to identify your weaknesses, too. “Your business will fare better with self-knowledge, which will help you better define the mission of your business, as well as the strategies you will choose to achieve your objectives,” he adds.
  • Seek Peer or Mentor Review: “Ask for feedback on your drafts and for areas to improve,” advises Brodsky. “When your mind is filled with dreams for your business, sometimes it is an outsider who can tell you what you’re missing and will save your business from being a product of whimsy.”

Outside of these more practical tips, the language you use is also important and may make or break your business plan.

Shaun Heng, VP of Operations at Coin Market Cap , gives the following advice on the writing, “Your business plan is your sales pitch to an investor. And as with any sales pitch, you need to strike the right tone and hit a few emotional chords. This is a little tricky in a business plan, because you also need to be formal and matter-of-fact. But you can still impress by weaving in descriptive language and saying things in a more elegant way.

“A great way to do this is by expanding your vocabulary, avoiding word repetition, and using business language. Instead of saying that something ‘will bring in as many customers as possible,’ try saying ‘will garner the largest possible market segment.’ Elevate your writing with precise descriptive words and you'll impress even the busiest investor.”

Additionally, Dean recommends that you “stay consistent and concise by keeping your tone and style steady throughout, and your language clear and precise. Include only what is 100 percent necessary.”

Resources for Writing a Business Plan

While a template provides a great outline of what to include in a business plan, a live document or more robust program can provide additional functionality, visibility, and real-time updates. The U.S. Small Business Association also curates resources for writing a business plan.

Additionally, you can use business plan software to house data, attach documentation, and share information with stakeholders. Popular options include LivePlan, Enloop, BizPlanner, PlanGuru, and iPlanner.

How a Business Plan Helps to Grow Your Business

A business plan — both the exercise of creating one and the document — can grow your business by helping you to refine your product, target audience, sales plan, identify opportunities, secure funding, and build new partnerships. 

Outside of these immediate returns, writing a business plan is a useful exercise in that it forces you to research the market, which prompts you to forge your unique value proposition and identify ways to beat the competition. Doing so will also help you build (and keep you accountable to) attainable financial and product milestones. And down the line, it will serve as a welcome guide as hurdles inevitably arise.

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How to write better business proposals (7 step guide & a template)

Natasha Ellis-Knight

Natasha Ellis-Knight

Feb 22, 2024

How to write better business proposals (7 step guide & a template)

63% of businesses currently win less than half of the proposals they submit. Meanwhile, just 15% are winning new business from at least 70% of their proposals. The moral of this story? It’s time to improve the way you write your business proposals. 

In this article, we're sharing a 7-step guide to help you create better business proposals. We’ve also included a template you can use as a framework to improve the way you write a business proposal.

What's the big deal with business proposals?

Better proposals better conversion rates

For most B2B companies, proposals are an essential part of doing business. And if your win rate is lower than you’d like, it’s time to start thinking about how your proposals could be contributing to that.

It doesn’t matter if it's an RFP, short-form, or even an unsolicited proposal – a business proposal will feature many of the same elements. 

This is because, when done right, business proposals can overcome objections from the most diligent prospects. 

The trouble is it can be difficult to know how to turn an average proposal into a winning proposal that puts you in the top 15%.

Common issues most businesses face with writing proposals include;

  • The time it takes to create a proposal from scratch
  • Keeping each proposal consistent with company branding
  • Making sure they feature the latest product and pricing details

So it’s clear that there has to be a better way. 

7 Steps to writing better business proposals

Business proposals outline your solution to a prospective client’s problem and are designed to give them confidence that you’re the right vendor to work with.

Typically, proposal documents will include details on pricing, deliverables, and milestones, as well as details on your company. 

To be more specific, there are 8 questions a potential client is looking to answer when they read your proposal:

  • Who are you, and what makes you qualified to help them?
  • Do you understand the prospect’s pain points and challenges?
  • How do you plan to solve these problems?
  • How long will your solution take to implement?
  • How much will you charge?
  • What is the return on investment of your product or service?
  • Who will be working on delivering your solution?
  • Have you helped other companies like them solve similar problems?

This 7-step guide (and proposal template) will help you answer all these questions.

However, before you can begin to write a business proposal, you’ll need to start with research.

1. Preparation is key

There are 3 key areas you should focus on before you start writing your proposal.

Discovery and problem statement

As part of your sales process , your team should be undertaking discovery to clarify the problems your prospect is looking to solve and the challenges they’re currently facing. 

A good discovery process will also quantify what solving these issues could mean for your prospect. This will help you to understand the return on investment of your solution. 

Company research

As well as the details gathered during discovery, you should also take the time to understand your prospect’s company in more detail. 

This background research includes firmographic data such as company size and revenue, as well as environmental factors such as operating conditions and industry regulation.

Uncovering these insights is critical to ensuring that your proposal is an appropriate size and scale for your prospect and you can tailor it to their specific needs.

To make sure the information in your business proposal is consistent and accurately reflects your company’s brand, you should consider preparing a template in advance. 

Now that the research step is complete, you’re ready to start writing your most effective business proposal yet.

Templates 2

2. First impressions matter

You don't get a second chance to make a good first impression.

So while it's easy to jump straight into the price and delivery, it's a good idea to take a moment to start how you mean to go on.

And one of the best things you can do to have a positive impact on your prospect is to include a well-designed cover page in your proposal .

It may seem like a small detail, but proposals featuring an attractive front cover page are proven to convert 45% better than those that don’t.

Whatisproposalsoftware-ezgif.com-jpg-to-webp-converter

Next, you should include an executive summary and/or introduction that allows you to quickly demonstrate how well you know the prospect and their pain points. 

Using a template is a great way to produce proposals efficiently, but you should always personalize the content to make sure it doesn’t sound generic or ‘boilerplate’. No prospect wants to feel like they’re reading a one-size-fits-all proposal.

Another way to make a great first impression?

Use video .

Using video in your proposals has a huge impact on close rates. In fact, they helped one sales rep increase his close ratio to 91%.

With GetAccept , all customers have access to the video functionality, which lets you quickly add a personalized video to your proposal and stand out from the competition.

SE - image_and_text_1

One more recommendation:

Add a ‘contents’ page to ensure the content is easy to navigate .

In parallel to this, you should ensure that the document’s length reflects the size of the opportunity.

A prospect involved in a multi-million dollar deal will expect a long and detailed proposal, but this same approach would be overwhelming for a much smaller business.

3. Your proposed solution

Let’s be clear:

You need to offer compelling insight into who you are and why they should trust you as a vendor – because 90% of people only buy from companies they trust. 

You can convey this through trust signals such as how long your company has been trading, names of flagship customers, metrics that indicate previous success, and any certifications, affiliations, or awards relevant to your sector.

Next, you need to focus on the prospect and their problem, ensuring that you thoroughly understand exactly what it is they’re looking to achieve.

To make sure your messaging here really resonates, try to include some of the specific language they shared during discovery. 

By this point, the prospect will be eager to understand exactly how you’ll solve their problems. 

Take the time to outline your solution in as much detail as necessary, answering any specific questions that may have come up during discovery. 

Alongside this, you should include an itemized list of deliverables and details of the associated milestones or timeframes for each item. This will help all stakeholders to see exactly what is happening and when. 

Now that the prospect trusts you and you can deliver on what you’re proposing, they’ll be ready to learn more about how much it will cost.

4. Pricing & ROI

The next part of your proposal should outline how much the prospect needs to invest in choosing your solution.

The key word here is invest . 

You should present the pricing as an opportunity r ather than a cost.

One of the cleanest ways to present this information is with itemized pricing. This gives prospects a clear picture of precisely what is going into the total price for this project.

GetAccept includes CPQ functionality that helps you and your sales team easily include accurate pricing tables directly into your proposals. 

Keep pricing consistent every time with GetAccept’s CPQ controls

Depending on how your discovery and company research went, you can also discuss the return on investment your prospects may expect from choosing your proposal. 

To help convince your prospects of the value of your proposal, the next thing you need to look at is social proof.

5. Social proof is key

According to research by Gartner , 86% of businesses consider verified reviews critical in their purchase decisions. 

This evidence underlines the importance of including social proof in your proposal because not only does it increase trust, but it also increases conversions by 34% . 

Social proof is a way to showcase the experiences and opinions of other customers quickly and can often indicate the results that your prospect can expect to achieve.

GetAccept proposal software

Examples of social proof you could use in your proposal include;

  • Testimonials
  • Case studies
  • Video interviews
  • Buyer reviews (i.e. from platforms like G2 and Capterra )

For maximum impact, make sure the social proof you choose is from companies of a similar profile and size to your prospect and is relevant to the problem you’re solving for them.

Depending on the deal's value, you may also wish to invite your prospects to reach out to customers featured in your social proof. 

However, you should clear this first with your customers and reward them in some way as part of a customer loyalty program. 

By this point, it’s decision time for your prospect. 

So let’s look at how you can ensure your proposal has a strong ending.

6. Close your proposal strongly

After outlining the details of your company, your solution, and your pricing, there are 3 key questions to ask yourself:

  • Have you covered the 8 key questions your prospect expects to answer?
  • Have you included a call to action? The next steps shouldn’t be a guessing game for your prospects!
  • Have you put any contract details or T&Cs in your proposal for easy sign-off?

If you can answer ‘yes’ to all 3 of these, you’re ready to head straight to step 7 and finalize your proposal.

7.  Edit and polish for consistency

Once you’ve finished writing your proposal, you should take the time to review. First of all, ask yourself:

  • Can it be refined?
  • Does everything make sense? i.e. Is it super clear and easy to read?
  • Can I remove any words to make it even easier to read? 

Once you’ve made any edits to refine your proposal, it’s time to proofread it for spelling, punctuation, and grammar. 

The final check you should do is for consistency. This is especially important if multiple people have contributed to the document. It helps to iron out differences in writing style, layout, and approach – and ultimately keeps everything ‘on brand’.

Finally , it’s time to send it to your prospect.

Do’s and don’t for writing a business proposal

Along with our 7-step guide on how to write a business proposal, we also wanted to share a few tips based on our experience that you should keep in mind while creating them.

✅ Make sure you cover the 8 key questions prospects want to answer.

✅ Frame the project as an investment, offering a potential ROI where possible.

✅ Include as much relevant social proof as possible to build trust with your prospects.

❌ Don’t just use generic ‘cut and paste’ content – your prospects will know.

❌ Don’t waste time creating huge proposals for tiny deals – be proportionate.

❌ Don’t forget to include a cover page to increase conversions by up to 45%. 

Now you’re clear on what you need to do to create a winning business proposal, we’ve prepared a business proposal template to help you fast-track your proposal process.

Business proposal template

To get started on your journey to writing better business proposals, we’ve included a template on which you can base yours.

It’ll help you include all the major parts needed and can be customized to suit your needs.

It’s worth noting, though, that using a template like this is no substitute for using proposal software , especially if you’re submitting more than a few proposals a month.

You can also visit our free-to-use business proposal template library , which includes video, chat, and e-signatures, to help your proposals come to life and close deals faster. 

Whether you want to send a business proposal , joint venture proposal , or something else entirely, our free template library has 30+ templates for you to choose from. 

In the meantime, you can use the template below to help you write better business proposals.

The number of pages needed for your proposal will vary depending on the size of the deal and the complexity of your offering.

However, if you follow the process outlined in this article, you’ll be well on your way towards writing a better business proposal that wins you more business. 

Of course, you can produce all of your proposals manually using Microsoft Office and email – but why would you? 

There is a better alternative.

Increase win rates with proposal software

Now that we’ve covered creating better proposals, let’s take a look at how proposal software can elevate your output even further. 

In a nutshell, proposal software allows you to use templates, automation, integrations, engagement tools, and analytics to radically improve your proposal process . 

Managing proposals by email means you lose out on advanced tracking insights that help you understand when a prospect has opened and interacted with your proposal.

At the same time, creating proposals in Word and Excel means you’ll miss out on presenting your clients with polished, professional documents that are on brand and consistent every time.

Proposal software doesn’t have to be expensive, either.

For example, you can start sending proposals from just £13 a month .

Not a bad investment. So, what’s the return ?

Well, the average sales rep sends 179 proposals a year using proposal management software versus 145 without. 

At a 44% close rate, that’s an extra 17 deals a year you’re missing out on.

( Sign up here and see how quickly you can send out your first proposal).

To conclude

Business proposals are a critical part of winning B2B sales.

However, while most companies are winning less than half of the proposals they submit, only 15% of companies that are winning 70% or more. 

There has to be a better way when it comes to writing proposals.

There is. That’s where technology comes in.

GetAccept – a digital sales room (a.k.a. DSR) platform – includes software to help you manage your entire proposal and contract management process, with features like;

  • Content library - helping you to create mobile-ready proposals in minutes
  • CPQ - enabling you to include accurate quotes and pricing in proposals quickly
  • Tracking - easily send proposals directly to prospects and track their interactions
  • Real-time editing - update your proposals in seconds based on prospect feedback
  • Personalization - include unique videos and messages to boost engagement
  • Contract management - sign and manage contracts digitally with ease

Write better business proposals and increase win rates with GetAccept

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Business.com

Write Your Way to a Win: Business Proposal 101

T o keep your business growing, you need to always be adding to your client portfolio. In order to keep landing new clients, you have to be able to sell them on your business and what you can do for them. One way to do so is by preparing a business proposal. Business proposals not only allow you to include the details of the project, your proposed solution and prices, but also give you the leeway to sell the benefits of your solution and your company. The business proposal is your opportunity to shine and, hopefully, acquire a new client in the process.

What is a business proposal? 

A business proposal is a multipage document detailing how your business can solve a problem or fill a need for a customer. Business proposals can be unsolicited or solicited. 

  • Unsolicited: With an unsolicited business proposal, you create the proposal on your own based on your understanding of the client's need and send it to the client to capture their attention and win their business. Unsolicited proposals are generally less specific because the prospective client has not told you anything about its needs.
  • Solicited: With a solicited proposal, the customer identifies its own need or challenge and then asks companies like yours to submit proposals with solutions and costs. This is called a request for proposal, or RFP. There is a deadline by which the proposals are due so the client can compare them to each other, and there may be specific specifications that the solutions need to conform to. Sometimes, companies whose proposals are attractive to the client are called in and asked to make a presentation on their solution so that the client can ask questions. After reviewing all of the proposals, the client will make its choice.

Business proposals should demonstrate your company's understanding of the client's problem or need, your expertise and experience in addressing this type of need, your proposed solution and recommendations, your unique selling points, how much you are charging, and what the terms and conditions will be if the client chooses your company for the project. 

Business proposals can be printed on paper, in the form of a presentation using software such as PowerPoint (sent electronically or printed), or via proposal software that allows clients to accept the proposal electronically.

Did you know? The ideal length for a proposal, on average, is six pages. This gives you enough space to adequately cover the essentials but is short enough to keep the client's attention.

When do you need a business proposal?

Business proposals are not appropriate and necessary for all types of businesses, but in some industries, they are a crucial way to get new clients. They are almost exclusively used in business-to-business (B2B) sales . The reasons for this are twofold. First, to justify a business proposal, the size of the project must be fairly significant, at least $1,000. Second, the project or challenge must have some level of complexity where it needs a custom solution, not something ready-made.

These are some industries that typically require business proposals:

  • Construction
  • Landscape design
  • Architecture
  • Property management
  • Engineering
  • Market research
  • Coaching (business or personal life coaching)

Before you start writing your proposal

Writing a business proposal involves a lot of initial legwork. Once you become aware that a potential client is looking for proposals in your business niche, you will want to develop a sound, clear and precise business proposal. To do so, there are many pre-planning activities you will want to conduct.

1. Do your research.

If you don't know much about the potential client, you need to study. Go to the website and read everything. Get names of decision-makers, an idea of its business model , how long it's been in business, its goals and its financial picture.

2. Arrange a meeting with management. 

You may not get in to see the CEO, but you should make an appointment with the highest-level manager possible. During this meeting, you want the client to clarify goals and needs, so be a good listener and take notes! You also want to get clear budget parameters so you have a financial framework for your proposal. While the focus of this meeting must be on the client, try to tout yourself a bit. Talk about your successes with similar organizations/industries.

3. Develop your solutions.

Once you understand the client's goals and needs, you are prepared to brainstorm and develop the most effective and cost-effective ways to serve them. For example, if you are in the property management business and have become aware that a large apartment complex owner is looking for a new outside property management firm, you meet with that owner or their rep. You ask about their issues and problems and what made them unhappy with the previous management. These will be critical points in your solution proposal. [Related article: Your Guide to Creating a Small Business Marketing Plan ]

What to include in the proposal

Writing a business proposal can be a lengthy and time-consuming process. If you don't know how to write a proposal, you need to be a quick learner. There are templates and samples online that you can study, or you can visit a fellow entrepreneur who has experience and ask for their help. Generally, though, your sections will be as follows.

  • Introduction: This should summarize the client's needs, what your company provides and your top selling points.
  • Description of the client's current situation: This is a way to describe the need you are trying to solve for. This shows the potential client that you understand what their needs are. 
  • Solution: State your solution, including the goals, objectives and methodologies for meeting the client's needs and remedying the current situation.
  • Timeline: This is where you say how quickly you can get started once the client accepts your proposal, when each of the steps you are proposing will take place and the date when the project should be complete.
  • Proof: Do not be afraid to praise yourself. What are the benefits of choosing your company? Point out your successes with similar projects and provide references . 
  • Pricing: This is where you detail how much the project with the currently described scope will cost. Critically important, the costs must be carefully and clearly broken down so that each facet of your solution methodology has a specific cost. This way, if the client has to cut back on something, they can make informed decisions. 
  • Guarantee and terms and conditions: If you are offering a guarantee or warranty, this is the place to include it. You should also include terms and conditions, such as how much will be charged if the scope of the project changes and how often the client will be billed. You should also outline how approvals and disputes will be handled. To write this section, you may want to consult with a lawyer.  
  • Next steps: At the end of the proposal, include a call to action. How can the client say yes to this proposal? Most proposals include a signature page that allows the client to accept the bid, while some proposal software allows clients to not only accept the proposal electronically, but also pay for it online. In addition, say what will happen next. For example, you might say that you will set up a meeting with the point person at the client company to get more specific information on their needs, or the next step may be for your team to create a proposed design for discussion.

Tip: To establish your credibility, include testimonials, examples of similar projects and client references, and awards and press your company has received.

How to write the proposal

If you are not a good writer, get someone who is. You never know who will be reading your proposal, so make sure there are no grammatical, punctuation or spelling errors. And above all, keep it simple. Write it in a conversational tone. No one wants to struggle through long and complex sentences with academic-level vocabulary. As an extra check, have someone else read it over to catch mistakes and points that need clarification before you send it to the client.

You may also want to get input from your marketing and sales team. They specialize in communicating with prospects and know their pain points and priorities. So they can help you emphasize the right things and get your message across in a way that will be effective.

In addition to the content of your proposal, the way it looks makes a difference. An attractive graphic on the cover page can catch the eye of the client, and high-quality images, charts and layout make your proposal easier to read and more compelling. A well-designed proposal also tells the client that your business is professional and that you took your interaction with them seriously. You can use a business proposal template or software, or you can engage the services of a graphic designer to make your proposal look its best.  

Did you know? Proposals with an attractive cover page tend to convert 45% better than those without one, according to Better Proposals.

How to write different types of business proposal letters

Business proposal solicitation letter.

A business proposal solicitation letter sets the stage for an unsolicited business proposal and is a formal and much more dignified cold call or cold email . You are trying to drum up business by introducing yourself to potential clients who may or may not have heard of you before. The letter should, of course, be business formal and impeccable in grammar and style. Here are some pointers:

  • Find out who the decision-maker is before you write the letter. It should be addressed to that individual.           
  • Your opening paragraph should catch their attention quickly. The potential to lower their costs will usually do the trick, so tell them that you can save them money and/or make their operations more cost-efficient.
  • The next paragraph should provide more detail about your product or service and describe how it saves money or is more efficient.
  • The third paragraph should speak to your qualifications. How long have you been doing this? Name past and current clients who have experienced cost savings and greater efficiency with your help. Be certain that you have permission to use their names, as they may be contacted.
  • The closing paragraph should be short and give some call to action. Either ask them to call you or tell them you will call in a few days for an appointment.

Business proposal cover letter

Once you have written the business proposal, it is time to send it to the client. Even when the client is expecting to receive it, you should still include a cover letter as an introduction. If the client has issued an RFP or specifically asked you for a proposal, refer to this and express thanks for the opportunity. Let the client know that you have the ability, expertise, experience and creativity to successfully solve their problem. Throw in a few examples, such as how many years you've been in business, similar problems you have solved for other companies in the industry and how long clients tend to use your services.

Finally, tell them that the proposal is enclosed or attached, and encourage them to reach out to you if they have any questions.

Chad Brooks contributed to the writing and research in this article. 

To keep your business growing, you need to always be adding to your client portfolio. In order to keep landing new clien

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How to Write a Business Proposal

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Briana Morgaine

8 min. read

Updated February 25, 2024

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

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

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

  • What to expect with this business proposal guide

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

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

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

  • What is a business proposal?

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

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

What are the different types of business proposals?

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

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

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

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  • Differences between a business proposal and a business plan

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

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

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

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

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

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

  • What goes into a business proposal?

Your business proposal should address the three Ps:

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

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

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

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

Table of contents

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

Executive summary

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

Statement of problem, issue, or job at hand

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

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

Approach and methodology

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

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

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

Qualifications

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

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

Schedule and benchmarks

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

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

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

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

Cost, payment, and any legal matters

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

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

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

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

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

  • How long should a business proposal be?

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

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

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

See why 1.2 million entrepreneurs have written their business plans with LivePlan

Content Author: Briana Morgaine

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COMMENTS

  1. How to Write a Business Proposal (+ Examples & FREE Templates)

    How to Write Winning Business Proposal: Examples & Free Templates (2024) By Aditya Sheth, Jan 25, 2024 The great Mark Cuban once said, "Sales cure all." If a business doesn't sell, it doesn't make money and by extension the business fails. That's why you need to write business proposals.

  2. How to Write a Business Proposal [Examples + Template]

    Here's an example of what a business proposal template looks like when done right: 2. Explain your "why" with an executive summary. The executive summary details exactly why you're sending the proposal and why your solution is the best for the prospective client. Specificity is key here.

  3. How to Write a Business Proposal with Examples

    1. Create a cover page 2. Introduce yourself with a cover letter 3. Table of contents 4. Set the scene with an executive summary 5. Proposal and solutions pages 6. Pricing 7. About us 8. Testimonials and social proof 9. Agreement and CTA Create a business proposal Why should you learn how to write a business proposal?

  4. Business Proposal: How-to Guide, Templates & Examples

    A business proposal is a document that aims to secure a business agreement. Whether printed or digital, a business proposal is written by a business and offered to a prospective customer. In many cases, the prospective customer is also a business that's looking for the best B2B solution. The purpose of a business proposal varies.

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

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

  6. How to Write a Business Proposal

    Let's get started. What is a business proposal? A business proposal is a document you'd send to a prospective client, outlining the service you're offering, and explaining why you're the best person for the job.

  7. How To Write a Business Proposal in 2024 (Examples + Tips)

    blog | Guides Create a Winning Business Proposal Here's our guide to writing a winning business proposal. Learn which sections to include, how to reach out to prospective clients, and where to find templates and examples. by Evan Ferguson Feb 10, 2023 For free.

  8. How to Write a Business Proposal

    Here's a short selection of 8 easy-to-edit business proposal templates you can edit, share, and download with Visme. View more templates below: Table of Contents What is a Business Proposal? 28 Business Proposal Templates to Impress Clients Quick Read

  9. How to Write a Business Proposal in 2024 (+ Templates)

    What information and tools do you need? What should be in a business proposal? This article has everything you need to know about writing a business proposal. We've included valuable tips and ready-made templates to help you get started. Here's a short selection of 8 easy-to-edit job proposal templates you can edit, share and download with Visme.

  10. How to Write a Business Proposal (Examples & Templates)

    1. Create a title page 2. Include an interactive table of contents 3. Write a compelling executive summary 4. Identify the problem and propose a solution 5. Explain your methodology 6. Back up your proposal with proof of qualifications 7. Outline your pricing options 8. Finish with terms and conditions + contractual agreement

  11. How to Write a Proposal in 10 Easy Steps [Templates Included]

    3 proposal templates Next steps: write your own proposal What is a proposal? A proposal is a document that outlines a project or service to clarify the details and get agreement from all parties involved. Proposals typically include the overall service approach, important timelines, and key deliverables.

  12. How to Write a Winning Business Proposal (With Examples)

    Step #6: Follow up. After you complete your proposal and send it over to the prospective client, it's critical to have a plan to follow up with the individual or team. I suggest setting up a call or meeting to go over the proposal with them and answer any questions they may have about it.

  13. How to Write a Proposal and Get What You Want (Free Templates)

    The passive voice sounds distant and even deceptive, and, since the reader might even just be skimming your proposal, you don't want to add extra words to cloud your point. 3. Proofread the proposal. Install a tool like Grammarly and check the proposal in an online text editor.

  14. How To Write a Business Proposal (Copy&Paste Template Examples)

    3. Attention: [Name of Decision Maker] - Business Proposal Regarding [Topic of Project] Dear [Name of Potential Client] On behalf of [Company Name], I'd like to submit this business proposal for your review. As a [type of company], we have worked with clients in a variety of sectors, including [list of industries].

  15. 20 free proposal templates to ace your pitch

    A research proposal is a systematic plan proposing a research project, typically including the research objectives, methodology, timeline, and estimated budget—the "hold my beer" for academics. Best used for: Securing funding or approval for a research project. Who should use it: Researchers, academics, students.

  16. How to Write a Business Proposal: Step-by-Step Guide

    The length of a business proposal will largely depend on what you do. That said, proposals that convert the best are short, concise, and to the point. Our data backs this up, showing that the optimal proposal length has been 6-7 sections for five years now. 4. Make sure your proposals are mobile-friendly.

  17. 7 Simple Steps to Write a Business Proposal

    Fill out the Details. Review and Revise. 1. Get a Template. A business proposal template helps you create a professional-looking, detailed proposal. Proposals generally have the same format, though there may be specific requirements depending on what industry you're in, according to Inc..

  18. How to Write a Simple Business Plan

    Get free Smartsheet templates By Joe Weller | October 11, 2021 A business plan is the cornerstone of any successful company, regardless of size or industry. This step-by-step guide provides information on writing a business plan for organizations at any stage, complete with free templates and expert advice.

  19. 20 Best Business Proposal Examples & Templates to Use

    How Do I Write a Business Proposal? What Is the Best Business Proposal? What Not to Do in a Business Proposal? How Long Should a Business Proposal Be? Quick Read Creating an effective business proposal requires time, effort, and necessary design and documentation skills.

  20. Simple Business Plan Template (2024)

    This section of your simple business plan template explores how to structure and operate your business. Details include the type of business organization your startup will take, roles and ...

  21. How to write better business proposals (7 step guide & a template)

    2. First impressions matter. You don't get a second chance to make a good first impression. So while it's easy to jump straight into the price and delivery, it's a good idea to take a moment to start how you mean to go on.

  22. Write your business plan

    Executive summary Briefly tell your reader what your company is and why it will be successful. Include your mission statement, your product or service, and basic information about your company's leadership team, employees, and location. You should also include financial information and high-level growth plans if you plan to ask for financing.

  23. How to write a business proposal (with a free template)

    Work alongside our video with a free business proposal template and prepare a business proposal to turn a prospective client into a real customer.💸 FREE STU...

  24. Write Your Way to a Win: Business Proposal 101

    Writing a business proposal involves a lot of initial legwork. Once you become aware that a potential client is looking for proposals in your business niche, you will want to develop a sound ...

  25. How to Write a Business Proposal

    Differences between a business proposal and a business plan. A business proposal is not the same as a business plan.This is the most common misconception, but while there are areas of overlap (like your executive summary) the two are different.. That being said, you can certainly pull information from your business plan while writing your business proposal—in fact, that's a great way to start.

  26. How to Write a Project Proposal (Examples & Templates)

    Six steps to writing a project proposal: write the executive summary, explain the project background, present a solution, and define the project deliverables and resources needed. Top tips for writing a persuasive project proposal: know your audience, keep it simple and make it persuasive, do you research, use a template and cover letter.

  27. A Simple Guide to Writing a Business Plan

    How to write a business plan: A step-by-step guide . A comprehensive and well-thought-out business plan demands careful thought, detailed research, and a clear understanding of your business landscape. That's why we've laid out the steps to help you get started. Step 1: Understand the purpose of your business plan