A great business proposal is like having an ace salesperson who never sleeps. It works around the clock, convincing clients why they should choose you over the competition.
A business proposal outlines your plan to solve a client’s problem or meet their needs. It explains what you can do, how you’ll do it, and why you’re the best choice.
Here’s how to write a business proposal that works. Learn everything from understanding your client’s needs to presenting your solution clearly—and creating proposals that turn potential clients into paying customers.
RELATED ARTICLE — What Is Customer Relations? Everything You Need To Know for Your Business
What Is a Business Proposal?
A business proposal is a written proposal that explains how you can solve a problem or meet a need for another company or person. It’s a powerful tool companies use to win new clients and projects. Think of it as a mix between a sales pitch and a project plan.
Because it focuses on a specific business opportunity, learning how to write a solid business proposal is very different from learning how to write a grant proposal for a small business. It’s also different from learning how to write a business proposal for funding—more commonly referred to as a business plan—which is a broader document aimed at securing investment in your company.
In a business proposal, you lay out all the details of what you’re offering. This includes what you’ll do, how you’ll do it, when you’ll get it done, and how much it’ll cost. But it’s more than just a list of facts and figures. A good proposal tells a story about why your solution is the best one out there.
RELATED ARTICLE — How To Write a Business Plan: A Step-By-Step Guide
Types of Business Proposals
Business proposals come in different shapes and sizes. Some are short and sweet, while others are long and detailed. The length and style often depend on what you’re proposing and who it’s for. But no matter the size, the goal is always the same: to convince the reader that your company is the right choice for the job.
Let’s look at the main types of business proposals you may write:
- Solicited Proposals. These are proposals a client asks for. It’s like when a teacher gives you an assignment. They tell you exactly what they want, which makes it easier to follow.
- Unsolicited Proposals. These are proposals you send without being asked. You’re putting out the feelers to see if the client is interested in working with you.
- Formal Proposals. These are detailed professional documents. You need to follow specific rules and include lots of information.
- Informal Proposals. These are shorter and more casual. Think of them like a quick email to a friend explaining an idea.
RELATED ARTICLE — Communication Methods Within a Business and How To Improve Your Skills
What Should Your Business Proposal Outline Include?
A great business proposal is like a well-organized toolbox. Each part has its place and purpose, working together to get the job done. Let’s look at the key sections you should include in your proposal to make it clear, convincing, and complete:
- Title Page and Table of Contents. Start with a professional-looking front page and a list of what’s inside.
- Proposal Snapshot. Give a quick overview of your main ideas and why they’re a great fit for the client’s needs.
- Client’s Challenge. Show you understand the problem the prospective client needs to solve.
- Your Game Plan. Explain how you’ll fix the client’s problem step by step.
- Cost Breakdown. Be clear about pricing and how payment works.
- Why Choose You. Share your (or your team’s) skills and past successes.
- Next Steps and Wrap-up. Tell the client what to do next and remind them why your idea is the best.
RELATED ARTICLE — How To Register a Business in the US: A Comprehensive Guide
10 Steps To Writing a Business Proposal
Crafting a winning business proposal requires following some key steps to build a solid foundation. Here’s a guide to help you write a proposal that stands out and gets results:
- Pick an Eye-Catching Name. Choose a title that clearly explains your proposal and grabs attention.
- Make a Roadmap. Create a table of contents to help readers find information.
- Write a Summary. Briefly explain your main ideas and why they’ll work.
- Describe the Challenge. Show you understand the client’s problem in detail.
- Offer Your Solutions. Explain how you’ll solve the problem, being specific about your approach.
- Highlight Your Strengths. Show off your company’s skills and past successes.
- Plan the Project Timeline. Develop a realistic schedule for completing the work.
- Explain the Costs. Be clear about prices and what’s included in different options.
- Set the Ground Rules. Outline important terms and conditions to prevent misunderstandings.
- Prepare for the Answer. Explain what happens next and how the client can move forward.
FROM ONE OF OUR PARTNERS — 5 Small Business Groups Advocating for You
A Business Proposal Example
The best way to learn is by seeing real examples. Here’s one for a small landscaping company. It’ll show you how to put all the pieces together in a way that works. You can also use it as a business proposal template for your own proposals.
Landscaping Company Proposal
Cover Page
“Green Thumb Landscaping: Transforming Your Backyard into a Personal Oasis”
Prepared for: The Johnson Family
Date: July 1, 2024
By: Green Thumb Landscaping
Table of Contents
- Executive Summary
- Your Landscaping Needs
- Our Proposed Solution
- Project Timeline
- Cost Breakdown
- About Green Thumb
- Terms and Conditions
- Next Steps and Closing Remarks
Executive Summary
Green Thumb Landscaping will turn your ordinary backyard into a stunning outdoor living space. Our plan includes a custom patio, flower gardens, and a water feature, all designed to fit your family’s lifestyle and budget. With our expertise and your vision, we’ll create a backyard oasis for you to enjoy for years to come.
Your Landscaping Needs
The Johnson family has a large but unused backyard. They want a beautiful outdoor space for relaxing and entertaining, but they’re not sure how to make the most of the area. The current space lacks visual appeal, functional areas for gathering, and proper landscaping to provide privacy and shade.
Our Proposed Solution
- Design a 500 sq ft patio using eco-friendly materials
- Create colorful flower beds along the property line
- Install a small pond with a fountain as a centerpiece
- Plant shade trees for privacy and comfort
- Set up an efficient irrigation system
Project Timeline
Week 1–2: Design finalization and material ordering
Week 3–4: Site preparation and patio installation
Week 5–6: Landscaping and planting
Week 7: Water feature installation
Week 8: Irrigation system setup and final touches
Cost Breakdown
Patio Installation: $8,000
Landscaping and Planting: $5,000
Water Feature: $3,000
Irrigation System: $2,000
_______________________
Total Project Cost: $18,000
About Green Thumb
Green Thumb has 15 years of experience creating award-winning landscapes. Our team includes certified horticulturists and eco-friendly design experts. We’ve completed over 500 projects, with a 98% customer satisfaction rate.
Terms and Conditions
- 50% deposit required to begin work
- Balance due upon project completion
- Any changes to the agreed plan may result in additional costs
- Green Thumb provides a 1-year warranty on all plantings and installations
Next Steps and Closing Remarks
To transform your backyard, simply sign the attached agreement. We’ll schedule a final design meeting within a week and can start work within 14 days.
FROM ONE OF OUR PARTNERS — 10 Ways To Grow Your Small Business With Networking
5 Tips for Writing a Great Professional Business Proposal
Now that you know the basics of writing a business proposal, let’s look at some tips to make yours stand out from the crowd. Remember, a good proposal isn’t just about what you say, but how you say it.
- Make It Look Good. Use a clean, professional design with plenty of white space. Choose easy-to-read fonts and use colors that match your brand. This is extra important for unsolicited proposals because a document that looks great is more likely to get read.
- Keep It Short and Sweet. Aim for clear, simple language that gets to the point quickly. Break up long paragraphs into shorter ones.
- Show, Don’t Tell. If possible, include charts, graphs, or images to make your points clearer. For example, if you’re talking about saving money, show a graph of how much the client will save compared to a competitor.
- Tailor It. Don’t use the same proposal for everyone. Show that you understand each client’s specific needs and how your solution fits them perfectly.
- Proofread (Then Proofread Again). Spelling mistakes and typos can make you look careless. Read through your proposal several times, and consider asking someone else to look it over for you.
Stay on Brand and Look Professional With Invoice Simple
Custom branding adds polish to any client-facing document. And that includes your invoices.
Invoice Simple’s estimate and invoice templates are fully brandable to your business. We never add a watermark, so your invoices always look professional and match your brand. Start with a clean, modern template design, then simply add your logo.
