The specific content of a letter of proposal varies for each project and business relationship.
In many ways, writing a letter of proposal is just like any other type of business writing. Clear, succinct and precise wording is important for any business document. Business proposals, however, require specific components, such as the proposal cover letter. The letter of proposal, much like the cover letter for a resume, serves as a polite introduction to a given proposal. Using an active voice, following accepted business writing etiquette, and showing appreciation for the reader’s limited time are critical to a successful response.
Proposal letters are usually written in a formal business format and are signed by a CEO or other executive.
Often when large organizations publish requests for multiple projects, the proposal cover letter serves to inform the reader which request for proposal (RFP) the document responds to. If there is no relationship between professionals or companies, a letter of proposal works as an introduction and an opportunity to make a good first impression. When a relationship already exists, the cover letter can serve as an opportunity to praise, express appreciation, or extend goodwill between both parties.
Whether or not there is a relationship between the parties, each letter of proposal must follow proper business writing etiquette. For example, the document should be formatted with proper headings, clean margins, and a standard font or font. You are expected to address the letter to the appropriate contact and use a professional greeting acceptable to the clients’ culture. Incorrect contact information or a very informal greeting can make the difference if a proposal letter is read or discarded.
In addition to proper etiquette, the tone of a proposal letter is also important. Formal, yet personalized, approaches generally work best in Western cultures, with some business relationships allowing for an informal tone. Eastern cultures generally, but not always, prefer a formal professional approach. When in doubt about the appropriate tone, a formal and professional approach is best.
While no proposal letter guarantees acceptance, using active voice and concise wording increases your chances. Don’t use two or three words when one is enough. Short, simple sentences are better than long, complex paragraphs. Active voice conveys clarity and confidence, so avoid “to be” verbs when writing. Avoid phrases like “if you would like” or “you may prefer”. Instead, opt for strong action verbs and direct calls to action.
The specific content of a letter of proposal varies for each project and business relationship. A common mistake professionals make when drafting a letter of proposal is to rewrite or summarize the information contained in the accompanying documents. Remember that most business professionals have limited time. Respect your reader’s time and do not limit yourself to reaffirming the content of your proposal. Instead, write your letter with a face-to-face presentation in mind: what would you say or how would you introduce yourself in person before delivering a proposal document?