Does writing a proposal seem confusing? Not sure what format to use or what information to include? This is a simple guide to writing a great proposal that will increase your new business and sales.

The key to securing new business is in building a relationship with your prospective clients and showing them you can delivery exactly what they want. A well-constructed proposal can do this for you and can dramatically increase sales and business. Don’t miss the sample proposal at the end!

FIRST STEPS

The first step of the process to securing new business is of course making the contact. Once you have the contact or you must build the business relationship. This can easily be done through a simple meeting, whether in person or on the phone, to figure out your clients needs and wants. The next key step to the processes of securing new business is to take the needs and wants of the client and detail out how your can deliver exactly what they are looking for and become there “GO TO” for the job!

A detailed proposal should be sent to the client within 24 business hours of the “needs and wants” conversation with your prospective client, if not sooner. If the project they are looking for is needed immediately the quicker your response time the better. This may mean they need the proposal within an hour or two. A quick response time to the client will do many things to increase the relationship and potential for securing business:

Quick Response Time in Delivering Proposal Will:

1. Show your interest in their company and doing business

2. Present your company as efficient and responsive, which is a key in business and shows you provide quality customer service

3. Place you in the forefront of the race for the new business, if the client is accepting multiple proposals

4. Deter the company from reaching out for other proposals and contacting your competitor

5. Begin the process of the business cycle and make it easy for the company to deliver a YES on contracting you for the project

DRAFTING THE PROPOSAL

This will be a guide for the format and content of drafting an excellent proposal. Your will need to modify the proposal for your client and business, of course.

A proposal should be specific to your client and there needs and wants. It should reflect your company’s ability to delivery a superior product/service in a timely manner.

CONTENT

Introduction

The introduction should speak directly to your contact and refer to him/her by name to create a personal relationship with the proposal.

After your personal introduction, provide and introduction to your company. Include the following:

• What you do (describe your product(s) or service(s) including those the client may not be aware of so they understand the scope of your work)

• How long you have done this and/or who your other clients are (this will be a resume of sorts and show your stability, qualifications and track record for your work and references)

• List specific clients that you have worked for and providing similar work to. This may be company’s in their same industry or companies that you have provided the same work to. (Listing these clients will further your qualifications to provide work for the new client)

The Work or The Product

The next section will describe the work or the product you will be delivering to the client.

The work or product should be described in great detail. The more details the better. If it is a step by step process explain the steps the will be done.

Sell your service/product here in this section.

Methodology

The “Methodology” is “ particular procedure or set of procedures" or "the analysis of the principles or procedures of inquiry in a particular field". The common idea here is the collection, the comparative study, and the critique of the individual methods that are used in your field.

If applicable to your service or product, this section will be used to provide explanation of your methods and procedures of work. It will give the client insight into your reasoning and methods for execution of project.

Costs

Write out the bottom line. It will simply be “this work will be $____”.

This section will be as detailed as needed for your service/product. If you are unsure of the scope of service or products desired by the client you may include options or separate out costs so the client may “pick and choose” what is needed and within budget.

Timeline

In delivering to a client it is essential to maintain professionalism. This of course includes, delivering what is promised. The client should be given a timeline or deadline for when the product or service will be delivered. DO NOT PROMISE WHAT YOU CANNOT DELIVER. It is better to overestimate the time you need to complete your work than underestimate and break your promise to a client.

If the timeline and deadline are dependent somewhat on the client detail out what the client must provide and when you will need it. Or you can make your timeline based on when they deliver what is needed. (See example below under “Timeline” in sample proposal.)

Closing

Include instructions on the next step:

How to getting started or move forward from here
How to accept this proposal
How to send payment
What is needed next?

In closing thank your client for the acceptance of the proposal and/or for their consideration.

Make sure to include your name, your title, your company’s name, and contact information. The more contact information the better. Give them as many ways to contact you as possible and let them choose which is most convenient. It is a good idea to include success stories at the end of your proposal to further the trust in your company and superiority of your product/service.