A proposal is basically a formal way of requesting or suggesting something that you want or think is necessary. The aim is to get the person you are sending it to, to approve or agree to do it. So what can you do to ensure that they do? And the perfect way to do this, is by writing your proposal in an email. The most important factor in deciding if a proposal will be approved is ' does it solve a problem?
If it does and the person or people who have the power to approve it think it's an important one, the likelihood of getting it approved is high. So first identify an important problem which your proposal resolves. Once you have, think about how you can justify your proposal.
Think of how your proposal rectifies the problem and what the benefits are of implementing it. Also think about any potential costs of not implementing it. What benefits and costs will they see as important? So they are more likely to be persuaded that a proposal makes sense if you focus on the financial benefits and consequences. Another important part of justifying your proposal is providing evidence that it will do what you say it will.
The less risky it seems, the more likely they'll agree to do it. So, get evidence if you can of where it has been done successully. When you do this, tell them that you've thought of a way to resolve a problem or improve a situation but don't give too many more details your proposal will do this.
It is better to either speak to them by phone or face-to-face when you do this. Once you have done all of this, you have to decide how you are going to structure it in the email the order you use to write the different parts. Once you have the structure, the last part of writing an effective proposal is using the right type of vocabulary in it.
The vocabulary you use needs to sound both professional and persuasive. This is often the most difficult to get right. The only way to know what to use is to learn and practise using this type of vocabulary and phrases. So now that you know what makes a good email of proposal, you are now going to see an example of one.
In this online exercise, you'll first find a example of a proposal email. It is then followed by a quiz which will both explain the purpose of certain phrases that are in the example and help you to remember them so you can use them correctly in your own proposals. Read the following email of proposal where a manager in a bank's call centre Peter is asking his manager Sally to approve a proposal to enroll his staff on a three day sales training course. Then do the quiz at the end to check if you are right.
Further to our conversation yesterday about the sales training course for the members of my staff, please find below the proposal that I would like you to consider:. As you are awareall staff in the customer services department are now expected to promote our company's products and services when speaking to existing customers by phone. Since the beginning of this year, the performance of the department is now partly based on how many sales are generated. As you yourself have saidthe results since we started promoting have been disappointing.
We have not met any of the sales targets which have been set for the call centre. No matter what we have done to improve sales rate increasing commissions per sale, punishing staff who don't try to promote etc After conducting an extensive investigation into the issue, through monitoring incoming customer calls into the call centre and performing interviews with staff, I have created a report a copy of which is attached at the bottom of the email.A proposal letter is written when a detailed report on a business or project is not required.
It is written to engage potential prospects.
A proposal letter could be to introduce a company to a client, introduce products for sale, suggest a partnership or a project. Such a letter is written by an individual or company to another company, client or individual.
This letter can be a brief introduction to the client or act as the proposal itself, this happens often for small projects. A proposal letter is a formal document that introduces a program, project, service or product to a potential customer. It is useful in giving the recipient the objectives of your proposal and if it meets their requirements. Through this letter, the writer can market their products or services being giving more details.
Such a letter is also important for the client to vet the best proposal that meets their objectives for future ventures. Are you proposing a business but you have no idea how to start?
Check out an example of a proposal letter template and a sample letter that will help you write a compelling proposal. This opportunity will enable our company to expand to other parts of the country and improve our services to our clients.
Our company has branches in other continents and this will also give your company an opportunity for international growth. We will start with a staff exchange program that will enable co-learning, exchange of ideas, and developing solutions.
With the overall objective of adding value to the services we offer to our clients, we shall analyze market statistics to inform the project to invest in. Kindly sign the attached agreement in duplicate and send us a copy if you accept this proposal. The leave will commence form …. I thus propose to you to grant me two days leave. Also, as my leave for this year pending, I would like you to consider that and grant me leave.
To sell your project to investors, you must write a convincing and feasible proposal. Here is an example of a proposal letter sample that will guide out through drafting a compelling project proposal. I appreciate you for meeting with us last week to discuss the energy-saving cookers project. It is a great opportunity for our company to work with you in contributing to helping communities in the global south to save energy.
Our organizations share the same dream of promoting green energy and we are happy to have this partnership. I wish to submit this proposal for your consideration following our partnership meeting on 17 th January Our partnership will begin with information and data sharing on the statistics of green energy initiatives in Nigeria.
How to Write a Proposal Letter: Get Noticed and Close Sales
We shall then conduct surveys on the ground and prepare detailed feasibility studies which that inform the project to undertake. Kindly received a detailed report on the objectives of this partnership for your consideration. If you agree to these terms kindly sign the agreement in duplicate and return a copy to us.
I am writing this letter to you to propose to you to kindly sanction me two days of leave as I need to urgently go to my native place. I received a call this morning stating that my grandfather is very ill and my grandmother and other relative require my help. For the same reason I want two days of leave.By now you realize the importance of your business e-mails being concise. But what do you do if you need to send out a lengthy report or proposal?
These documents can form the lifeblood of your business. Yet, how do you convey a great deal of information without boring your reader?
The answer lies in giving the information in easy-to-read, digestible chunks. Most important is the main e-mail that alerts your colleague or customer to the report, itself. There are three basic ways to send the report or proposal: by sharing it with them through a separate account such as Google Docs or Smartsheetby publishing it to a read-only URL, or by sending it as an attachment to your e-mail.
In any case, the most important element of the report is the notification e-mail. This message will determine whether your report is viewed and read. Your subject line is key. People are naturally suspicious of attachments. Since many computer viruses are transmitted through attachments, it is essential that your subject line be clear. Here are a few examples:.
Since many of your colleagues and customers read e-mails on their mobile devices, it is courteous to convey your subject line message in 60 characters or less. One way to achieve this is with subject line abbreviations. Let's take a look at the most common code words. EOM End of Message. Use this abbreviation when your subject line conveys a complete message.
If your readers see "Board meeting minutes attached [EOM]" as a subject line on a smartphone, they do not have to click into the message. They can view the attachment later at their convenience.
Compare that with this alternative, which offers no new information, but does take more of their time:. Main message: Attached are the minutes from our Friday board meeting. Thank you. This code is a better version of FYI For Your Informationas it explicitly states the reader does not need to respond.
It relieves the recipient of the worry of that "should I" or shouldn't I" query. Here's an example:. This abbreviation alerts respondents that you'd like a response. Perhaps you are seeking approval for minutes, or for a new marketing idea. Main message: What do you think of this speaker line-up? Please let me know. An easy way to add a sense of urgency to your message is by adding a deadline.
Need that report edited by tomorrow? You can add that timeline in the subject line with this abbreviation. This abbreviation is a good one to use when you are sending a business proposal or work estimate that a colleague or client has requested. It helps your message stand out from other e-mails. In other words, you let your readers know up front that you are sending them something they want to see.
Here are two examples:. Subject line: Website update proposal attached PYR.Please find attached or Please find the attached? Many people want to know the correct way of mentioning email attachments. Generally, an adjective is used before the noun in order to denote its attributes.
However, in some cases, they use adjective after the noun, e. In modern business communications, the use of postpositive adjectives is rare. In fact, they are used to invoke a particular emotion.
Please, find the report attached. Look at the two examples below:. The rules of the English language are so complex that we often find many common errors at uncommon places. The problem is often compounded for the non-native English speakers who usually learn the language by assuming many things to be correct. Therefore, we see many people resorting to wrong usages in their everyday interactions.
I'm the founder of Common English Errors, a blog dedicated to helping people learn English grammar easily. If you want to support me, please, donate via PayPal. Hire me on Upwork if you need my services. I need to write an email sayingOwner presented to us new shops are under construction so I want to send to the Retail Department if they are willing to rent these new shops under construction for new branch. The sentence: Please find attached file for your kind reference Thank you in advance for your feedback.
With kind regards, Anna. My apologies for sending you the old version of document earlier. Kindly, find the attached file for the most recent or updated version of the document! Thank you very much for your article, it is very well explained. However, I guess I have always made mistakes in my emails. Could you please help me assess the following sentences? I have written my opinion in parentheses. Please find attached the Valuation report.
Please find the Valuation report attached. Please find the Valuation report we have carried out this week attached. Please find attached the Valuation report we have carried out this week. Therefore, some people may find the tone a bit too formal for business communications. This is correct.
How to Communicate That an Email has an Attachment(s)
I would like to forward email communication to the students about education loan. Please see whether the following words are correct: Dear students, xxxx Bank would like to offer education loan to the students. Students who would like to avail education loan may approach the bank directly. Details are given in the attached sheet.Email is the most powerful tool for finding new clients. A well-formed proposal via template sent as an email can do wonders. However, emails are assumed to be a tool to spam at least by developers.
Pitching new clients or even keeping in touch with old clients is a technique I use to grab a lot of repeat work from my clients.
How to write a business email of proposal exercise
There is no doubt; an email is a powerful tool. If you know how to use it, it can make or break it. Today I will share how you can use email, to grab new clients. But before I share the email template, let me share some tips for writing better proposal emails. The subject is the most critical part of an email. It will make the recipient either open it or move it over to the trash.The 3 Best Habits Of Rich People
If not done the right way, clients will report your email as spam and future emails can all land in the spam folders. Shared on xyz. The subject line must align with the email. For example, if an application is for the project on PHP, mention the relevant work experience as early as possible in the email. We will use the template to help you craft an email like a pro. Note: email is not a resume; it is for the reference to get in talk with the client in detail about his or her requirements.
It should sound like a one-to-one communication and not a broadcast. Moreover, sending group emails to pitch clients might trigger irrelevancy. It happens you can end up sending generic emails to target everybody, but actually, it targets nobody. Consider yourself in the shoes of your client. If you receive an email from a PHP Developer for the requirements of WordPress developer, will you ever consider the candidate?
I prefer to keep a maximum of three paras in a proposal email, and that is after ten years of freelancing experience. It immediately feels a personal email. Ideally, on sites like LinkedIn, it is easy to know the name of the person who posted the requirements. Include all your other contact details in the signature. It can include ways to connect with you on social media, blog or website if you have one. No one reads such fluffs. So, it is better to avoid them in every email but if you want to include, at least remove them when sending a proposal email to clients.
Sending a series of follow-up emails will instantly mark you as spam. Additionally, it will make you sound desperate even though you may not be in the first place. Keep a gap of 7 to 10 days once you send the first proposal email. Merely checking up with the client whether they received the previous email or are interested in the proposal is enough. The client may not respond for various reasons, and one of them could be, they found someone for the position.
My time-tested email proposal template I use to pitch potential clients over email.A proposal cover letter is a great business letter meant to introduce your services to a company or requesting for support, which could be either financial or otherwise. It is a letter written by a group of people, an organization, or an individual to give a proposal on a service. It must be written formally with the details elaborate and concise. The first and foremost point of a proposal letter is to make an elaborate introduction to them and then head to the body.
With this, they will be in a clear picture of the type of company or individual they are dealing with.
A template is a preformatted letter that can be edited to fit the purpose of your proposal, depending on the subject matter in question as per the example below. The grant will be used to fund the below type of businesses. Below are some of the accomplishments that we have so far achieved from previous grants.
We hope that we will have a good working relationship with you. I will get in touch with you later to check on the progress and look forward to a great time with your organization. This is a letter intended to show the writer how to come up with a smooth and readable message when making a formal proposal. An example as a grant letter as requested below. Over 10, women have benefited from our low-interest loans for the past 10 years, and we want to empower them further though we do not have enough funds to support this project.
This year alone, our target was to help build 8, houses for women in business, and our target was successful as per the attached outline on how the money was spent.
Given an opportunity, we will move with speed and ensure that the grant received will meet the needs of our community and support from the lowest to the highest income earner for a better future. We do hope to have a mutual relationship with you, and your kind consideration is well observed. I will get in touch with you later for further discussion and a hopeful financial relationship with your company. An email template is a preformatted email that a business owner can use to support when writing a proposal cover letter.
It must be brief, precise, and straight to the point. However, no single information should be left out. See the below example. This will aid the construction of tanks for harvesting rainwater through women entrepreneurs in our County. Over the years, we have had progressive constructions in various projects which have all been successful. Besides, we aim to promote and ensure that our women are economically empowered, but we have gone short of funds. Attached are some of our testimonials to prove our creditworthiness and hope that you will support us on the same.
Your prompt reply is highly appreciated.
Contact details — Start off writing a cover letter with your contact details.
This should include your name, telephone contact, and email contacts. The next part is to include the contact details of the company you are seeking to offer or request for services. This proves to them that you have researched well and know more about them.
Example of Proposal Letter
Confirm the name to whom the proposal is being directed to — In most cases, proposals are written to large organizations.Why follow-up is important 2. Write out all scenarios 3. Create proposal follow up sequences to each scenario 4. Close sequences with a breakup email 5. Choose the right frequency to follow up email after sending your proposal 6.
Tips for better following up your sales proposal. Do you know how to write a perfect follow-up email after a business proposal? And should you even bother sending follow-up messages in the first place?
Yes, you need to because follow-ups can work. In fact, your follow-ups are going to count for a good chunk of your replies. Or maybe they were not experiencing the problem that you mentioned in your email when you first contacted them, but later on, it was relevant. So why lose the opportunity to close the deal? Maybe you are already sending follow-ups but they are just unproductive, and you rarely get positive replies?
Then keep reading this article to write your very best follow-up email. If your prospect didn't open a previous email, you might have better luck with the follow-up.
First of all, check if your subject line reflects the content of your email, is clear and offers any value. This follow-up should be a modified version of your first email. Send it one or two days later. I know that you are busy, so just floating this to the top of your inbox in case you missed it. Do not send the same email as you sent the previous time. Try to address the recipient's pain points and emphasize that you can do this quickly and effectively.