After five years of running a successful freelance content business, if I had to choose one thing that helped me scale my business, it would be a solid business proposal.
Over the years, well-crafted business proposals have helped me bridge the gap between me and my potential clients. It has enabled me to outline my value proposition and persuade my clients to do business with me.
In this blog, I’ll define what a business proposal is and explore the various types of business proposals. I‘ll also walk you through the process of writing my own business proposal, highlighting the key elements and challenges that you may face. Let’s dig in.
Table of Contents
- What Is a Business Proposal?
- How to Write a Business Proposal
- Tips for Writing a Business Proposal
- Business Proposal Ideas
- Writing My Own Business Proposal
- Business Proposal Templates
- Business Proposal Examples
What Is a Business Proposal?
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.
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Types of Business Proposals
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 makes 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.
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.
- Proposed solution.
- Pricing information.
Free Business Proposal Template
Propose your business as the ideal solution using our Free Business Proposal Templates
- Problem summary
- Proposed solution
- Pricing information
- Project timeline
Download Free
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How to Write a Business Proposal
- 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 you’re addressing. 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 are 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 name.
- 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 like to 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.
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. 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 have 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.
That example conveys both what the business does as a whole and how it can serve the reader’s needs.
When drafting an executive summary, it can be helpful to see what yours shouldn’t look like. Here’s an example I came across recently, which I found far too vague.
Additionally, it doesn’t allude to what the reader specifically stands to gain from doing business with Outbound Telecom. It also fails to speak to why it should be considered “the best in its industry.”
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.
Research and critical thinking are key here. Then, follow these steps:
- Take a holistic look at the specific issues your client is facing.
- Find the problems your solution can solve.
- Frame those problems in a way that sets up your solution as the best choice.
4. Propose a solution.
In my opinion, there are two factors that make a business proposal really stand out: specificity and personalization.
Make sure your proposed solution is customized to the client’s needs. Find ways to show that you’ve created this proposal specifically for them.
Be sure to include:
- Which deliverables you’ll provide.
- The methods you’ll use.
- A time frame for your proposed solution.
5. Share your qualifications.
You know you’re qualified to solve this prospect’s problem, but how do they know they can trust you?
Use this section of your business proposal template to communicate why you’re best for the job.
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 in a number of publications.
As you approach this section, focus on presenting yourself as an authority. Consider leveraging tools like:
- Years of experience.
- 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.
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.
Free Business Proposal Template
Propose your business as the ideal solution using our Free Business Proposal Templates
- Problem summary
- Proposed solution
- Pricing information
- Project timeline
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Writing My Own Business Proposal
Now, let me take you through how I write a business proposal for my freelance content writing business. I usually have two types of clients with whom I have to share a business proposal. One, where I approach a client and pitch my services, and another, where the client approaches me with their requirements, and I respond with my proposal.
The former option usually involves quite a bit of cold emailing — which you’re probably familiar with. Although this is mostly a numbers game, you can definitely improve your chances via personalized email templates.
Here’s a quick example I made in just a few minutes with HubSpot’s Email Template Builder:
You can also add loads of other personalization rules to further boost your chances of getting a response. Either way, make sure you don’t send over your business proposal right off the bat — that would make you seem too pushy. You should instead aim to spark up a conversation and ease prospects in by sharing your portfolio, for example, and share your proposal later down the road.
And here's an example of the second client type, a prospect who approached me based on a recommendation from an existing client.
Here is the email that I received from her:
If you carefully read the email, you'll find out this potential client was seeking a freelance content writer for their B2B travel brand. Since this was a recommendation from my client, they were already pretty confident about my work and just asked for my sample work and pricing. I, however, decided to respond to them with a detailed business proposal.
So, here is the business proposal I sent to Kerri. Let's break it down section by section.
1. Introduction Section
I started with simple greetings and expanded upon my experience in the field. This introduction just feels like a continuation of our email conversation, thus building a connection instantly.
2. “Understanding Your Needs” Section
This section is similar to the “executive summary” section that was discussed earlier. However, I tried to provide a personal touch to this section, making it more about the client.
This helps in two ways:
- It demonstrates my understanding of the client's specific needs.
- It helps me formulate a proper solution to their problems.
3. Proposed Services Section
Here, I have outlined various services that I can provide to my client. If you noticed in the email, the client mentioned that she needed help with blogs and some social media content.
Breaking down the various services that I offer helps to:
- Clearly define the scope of work I'm proposing.
- Show the client the variety of content types I can produce.
- Demonstrate how my services align with their content marketing goals.
Additionally, mentioning search engine optimization (SEO) and platform-specific content creation showcases the additional value that I bring.
4. Benefits Section
So, you have elaborated the problem statement and outlined the solutions you provide. That should be it, right?
Nope.
You need to explain how your solutions are going to solve your client's problems. And that is exactly what I have done in the benefits section.
I have crafted this section to address all the business needs or goals of the client. This section also talks about the possible outcomes that the client can expect and the positive impact my services can have on their business.
5. Pricing and Packages Section
This is one of the most important sections of your business proposal that can make or break your proposal.
In this section, you will find that I have offered three different packages. It would have been easier if I had just mentioned per-word rates or per-blog rates. Why did I do this?
Offering packages helps you:
- Provide transparency in pricing.
- Upsell all your other services.
- Have control over how much work you are willing to take.
- Convert your one-time client to a retainer.
- Allow the client to choose a package that best fits their needs and budget.
6. Delivery Timeline Section
This section provides clear expectations for project timelines and helps the client plan their content calendar. Being very clear and honest about the timelines helps me demonstrate my reliability and efficiency.
7. “Why Choose Me” Section
As I was recommended by someone who loved my work, the client is already confident about my capabilities to deliver quality work. However, providing more credentials and showcasing my work will act as the final move to seal the deal.
8. Terms and Conditions Section
This section outlines the basic terms of our potential engagement. Having this transparency helps prevent misunderstandings and builds trust with the client.
9. Next Steps and Contact Sections
This section basically acts like a call-to-action (CTA) and urges the client to take the next step. It also helps in situations where your proposal is reviewed by other higher authorities (like the CEO or CMO), who want to get in touch with you directly.
Business Proposal Templates
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
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 I Like
The one-page template is clear, straightforward, and easy to read — without skimping on the key elements of a business proposal. I think this format is especially useful for busy clients who appreciate brevity and clarity.
2. Web Design Proposal
When you make a web design proposal, you must understand your client’s needs. In this template, you will begin by introducing yourself and your plan for the client. This template will walk you through outlining your development process, project timeline, and pricing.
What I Like
I found this proposal not only visually appealing but also very robust in its contents. It includes all the necessary elements of a web design proposal, including:
- Research.
- Planning.
- Wireframing.
- Mockups.
- Testing.
- Deployment & Optimization.
You can use tools like HubSpot’s drag-and-drop website builder to create mockup websites, which can be instrumental in effectively showcasing your proposed design and functionality. You can rest assured that all the details will be covered in this template.
3. SEO Proposal
For search engine optimization, clients want to hear key phrases like increased visibility and traffic. This SEO proposal template will allow you to demonstrate and communicate your growth plans. It includes sample content and walks you through the essential elements of an SEO proposal.
What I Like
I like that this proposal includes helpful instructions in each section to help guide your writing. Most of the work is done for you. You just need to plug in key information (your company name, client name, etc.). It doesn’t get easier than that.
4. Sales Proposal
When making a sales proposal, it’s critical to have clients believe in your expertise and previous work. With this template, you can establish this quickly. Starting with your company background and going into client testimonials, you can instantly prove the value of working with your company.
This template also gives you space to elaborate on your service proposal through:
- Goals.
- Challenges.
- Proposed solutions.
- Timeline.
- Performance metrics.
What I Like
This template lets you hit the ground running, as most of the writing is done for you. All you need to do is plug in key information about your business, and you’re off to a great start. However, I recommend going the extra mile and editing the copy to fit your brand’s tone and style.
5. Marketing Project Proposal
Marketing is a fast-paced industry, and many marketers don’t want to waste time rifling through multiple pages of proposals. This one-page marketing proposal will help get your ideas across quickly and efficiently.
This template features:
- Description.
- Pain points.
- Solutions.
- Goals.
- Costs.
- Strategy.
What I Like
This template includes all the key information of a proposal — but condensed into a single page. This is a straightforward, clear proposal that’s sure to make a good impression.
6. Business Consulting Proposal
If your company offers consulting services, this business consulting proposal template is easy to tailor to your business and your prospective client’s needs. This template will include a project summary, project activities (including deliverables), a timeline, and more.
What I Like
This proposal is entirely customizable, making it a great option for consultants across most industries. It also offers a modern design with plenty of white space, making it an easy read for the recipient.
7. Social Media Marketing Proposal
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.
- Breakdown of billing to show how your company charges for posting, content creation, and analytics.
What I Like
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 are helpful places to get started, but what should your business proposal look like when it’s complete? This template should inspire you.
What I Like
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.
9. Budget Proposal
Budget proposals align financial resources with the company’s strategic goals as part of business planning. These forecasts outline expenses and revenues for the upcoming fiscal year. Budgets must include detailed expenditure reports, revenue forecasts, and cost-benefit analyses.
What I Like
I think budget proposal templates like this one stand out with their clean, professional designs and clear structure. It guides you through sections like mission and vision, goals for the quarter, and budget proposals. Graphs and tables, especially, help convey financial data.
10. Research Proposal
A research proposal outlines a project’s objectives, methodology, and significance. It starts with an introduction that explains the problem statement and research questions in detail. Then, there’s usually a literature review and a methodology section that explains the research methods proposed.
What I Like
There’s a lot of structure and clarity in this research proposal template. The “About Us” and “Our Team” sections introduce the company and its team members, which I find is great for building credibility.
11. Investment Proposal
An investment proposal outlines the company’s background, vision, and mission to establish credibility. Along with detailed financial projections, it includes market research to showcase growth opportunities. Basically, you’re trying to convince potential investors why their money would be a good investment.
What I Like
This investment proposal template does a great job of visually communicating the opportunity. My favorite part of the proposal is how it includes investment opportunities and investor benefits.
Free Business Proposal Template
Propose your business as the ideal solution using our Free Business Proposal Templates
- Problem summary
- Proposed solution
- Pricing information
- Project timeline
Download Free
All fields are required.
Business Proposal Examples
1. Social Media Marketing Proposal Example
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 further and designing the layout in your or your client’s brand colors.
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.
Overall, this is an excellent example of how to combine the elements of social media marketing into a creative and concise business proposal.
What I like: 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.
2. Research Proposal Example
My attention is immediately drawn to the cover page’s professional design. I like how the proposal title, prepared by, and company name are prominently displayed, so it’s easy to see what’s important.
The clear headings for the Purpose of Research, Research Question, Summary of Proposal, and Methodology provide a logical flow and make the document simple to navigate.
Overall, I really like the design and structure of this research proposal. The layout highlights key components of the research project, while the clean design makes it easier to read.
What I like: I like the nice “Preliminary Data” section with a graph and key statistics. This graph offers a lot of value, in my opinion.
3. Project Proposal
The “Project Mercury” project proposal outlines the scope, objectives, and financial aspects of a construction project.
There’s a company summary, mission and vision statements, and specific goals for the quarter. The sections give background on Whimson, the company proposing the project, and highlight their alignment with them.
The timeline suggests a well-structured approach to project management. It breaks down the project into discrete phases, milestones, and deliverables to give you a clear understanding of how the project progresses.
While the cover page could use more specific project details, the proposal overall seems comprehensive and well-organized.
What I like: This project proposal communicates Whimson’s capabilities, project plan, and financial considerations. It provides a solid foundation for the client to make an informed decision on moving forward with the project.
4. Sponsorship Business Proposal
In this sponsorship business proposal template, the company pitches its services to a potential sponsor. A clear title page states what the proposal is about and includes details like the recipient, the company making the pitch, and their website.
As you move to the second page, you’ll find an “About Company” section that introduces the business and a “Why Choose Us” section with bullet points highlighting its unique selling points. This gives the potential sponsor a quick overview of who it is and why it is the best choice.
The third page dives into the specifics with a “Project Background,” “Business Solution,” and “For Business” sections. Here, the company:
- Explains the project in detail.
- Outlines their proposed solution.
- Emphasizes the benefits for the sponsor’s business.
Finally, the proposal wraps up with a “Goals and Objectives” section on the fourth page and a timeline and thank you message on the last page. This ensures the potential sponsor has a clear understanding of what to expect and when.
What I like: The layout is creative yet simple. I like how it catches the eye but doesn’t distract from the proposal’s purpose.
5. IT Consulting Proposal Template
In this IT consulting proposal template, the company lays out a comprehensive plan to address its client’s technology needs.
As you flip through the pages, you can find:
- Table of contents that outlines the proposal’s structure.
- Specific goals and objectives that ensure that everyone is on the same page.
- Client’s unique IT needs.
- Company’s recommendations for addressing those needs.
What I like: Overall, this proposal covers all bases and ensures the recipients have everything they need to make an informed decision.
6. Travel Budget Proposal
This travel budget proposal template provides a clear and simple breakdown of travel package costs. On the first page, you’ll find all the essentials:
- Company’s address.
- Recipient’s name.
- Website.
- Date.
- Phone number.
This makes it easy for the clients to get in touch if they have any questions.
Going further, on the second page, there’s a detailed table with the budget estimate. This is where the proposal shines. The table shows a breakdown of each part of the travel package, including the tour itself, travel insurance, tour guide services, and visa assistance. Each item is clearly listed with its amount, count, and total cost. Detailed breakdowns like this leave no room for confusion.
What I like: This simple proposal covers all the essentials, making it an excellent example to follow.
7. Startup Business Proposal
This startup business proposal template shows the company’s market research and strategy.
As you dive into the market research section, you’ll find key insights about the company’s target market and competitive landscape. Their research and understanding of the industry demonstrate they’ve done their homework.
The next section focuses on the company’s unique selling proposition and how it plans to stand out in the market. Highlighting its key differentiators makes a compelling case for investors to back its venture.
Finally, the proposal wraps up with a detailed financial projection, giving investors a clear picture of the potential return on their investment. The final page on contacting them for investment queries is a smart way to end the proposal and encourage further dialogue with interested parties.
What I like: This startup business proposal is a masterpiece of marketing, aiming to convince investors that their idea is worth it.
8. Content Writing Proposal
Here is another example of a business proposal template that I sent to a potential client. I provide a clear and concise overview of what I can offer. On the cover page, you’ll find the key information about who’s sending and receiving the proposal.
Moving on to the next page, I dive straight into the scope of work, clearly outlining what services I will provide. This gives the client a tangible understanding of what they can expect from working with me.
I then provide a transparent pricing breakdown, which builds trust by showing that I have nothing to hide in terms of costs. By being upfront about pricing, I avoid any surprises or misunderstandings down the line.
In my “About Me” section, I showcase my qualifications and include testimonials from happy clients. This adds credibility to my proposal and helps the potential client feel more confident in choosing to work with me.
What I like: I value honesty in all my business transactions, so being transparent about pricing is very important to me.
9. Product Design Proposal
In this concise two-page product design proposal, Aldenaire & Partners clearly outlines its approach to helping Borcelle identify and solve its product’s key challenges. The cover page gets straight to the point, stating the project’s purpose and the company it’s for.
As you move to the second page, Aldenaire & Partners showcases their expertise by presenting two distinct service packages. Each package is neatly presented in its own box, which makes it easy for the client to compare and contrast what’s included.
The packages cover essential aspects of product design, from identifying the problem to crafting and delivering the solution.
What I like: The straightforward layout and clear language make it simple for Borcelle to understand exactly what they’ll be getting from Aldenaire & Partners. This no-nonsense approach instills confidence that Aldenaire & Partners is the right choice for tackling Borcelle’s product design challenges.
10. Grant Proposal
The structure of this grant proposal template is simple and easy to navigate. The organization keeps the proposal to just two pages so the grant committee can digest the most important info.
The cover page immediately identifies the key players — who the project is for and who’s proposing it. The committee can quickly grasp the proposal’s context.
The second page consists entirely of a project description, which is the core of the proposal. Having this section take up a whole page lets the organization give readers a comprehensive overview without overwhelming them.
The description itself is well-structured, starting with the project’s goal and then talking about the tools and methods it will use to get there. Having a logical flow makes it easy for the committee to understand what the project is about.
What I like: By including a section on staff training, the proposal shows a well-rounded approach that takes into account the human element as well as the technology. The organization and the project’s planning benefit from this attention to detail.
11. Event Proposal
There’s a clear structure in this event proposal template. The table of contents provides a quick glance at key sections: Event Background, Overview, and Budgeting. This helps readers know exactly what to expect.
Each section gives just the right amount of information. The Event Background provides context about the event’s purpose, while the Overview covers objectives like digital marketing and group discussions, with dates, times, and speakers neatly listed. This gives potential attendees or sponsors a snapshot of the event’s value.
The budgeting section provides a detailed breakdown of the expected costs and funding sources, showcasing transparency and planning.
What I like: Overall, this template is well-structured and intuitive. It allows readers to grasp the essential details of the event and encourages them to participate.
Free Business Proposal Template
Propose your business as the ideal solution using our Free Business Proposal Templates
- Problem summary
- Proposed solution
- Pricing information
- Project timeline
Download Free
All fields are required.
Tips for Writing a Business Proposal
- 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.
- 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 CTA 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, prospects 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.
- Keep readers 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.
Don’t forget to clear the terms and conditions with your own legal team before sending the proposal to the client.
13. Include a space for signatures.
Include a signature box for the client to sign and let them know exactly what they’re agreeing to when they sign.
This is also a chance to include a prompt for the prospect to contact you if they have any unanswered questions you can address.
14. Create a table of contents.
Solid UX is valuable in almost any context, and business proposals are no exception. You need to make your proposal as simple and accessible as possible. So, be sure to add a table of contents:
This will let your potential client know exactly what your business proposal covers.
Pro tip: If you’re sending your proposal electronically, it helps to include a clickable table of contents. This way, readers can jump to sections of your proposal for easy reading and navigation.
Business Proposal Ideas
- Personalize your business proposal for each recipient.
- Design a business proposal website.
- Start with a custom animation or video.
- Add a VR or AR demo.
- Weave sound into your proposal.
- Create a proposal with multiple start and end points.
- Try a direct mail element.
- Ask an influencer to present or vouch for your proposal.
- Hide one or more Easter Eggs.
You have a perfect proposal ready, but how do you stand out in a competitive landscape? Here are a few business proposal ideas that can give you an edge in a crowded market.
As you scan this list, don’t just go for the shiniest tech or the coolest concept. Instead, make sure that any idea you try adds value and helps you clearly communicate the quality of your proposal.
1. Personalize your business proposal for each recipient.
Tailor your business proposal to meet the specific interests and needs of each person you send it to. This will show that you genuinely understand their unique challenges.
Pro tip: Use contact segmentation and email personalization features in the HubSpot CRM to tailor your proposal to each recipient.
2. Design a business proposal website.
I like to impress potential clients with a professional business proposal website. Yes, an actual website.
A standalone website for your proposal can help you:
- Showcase your company.
- Highlight industry expertise.
- Offer easy access to relevant information.
- Add interactivity to your proposal.
This idea will leave a lasting impression and show your commitment to your reader’s experience.
Pro tip: New to designing websites? Try HubSpot’s free CMS to build a website for your business proposal.
3. Start with a custom animation or video.
It’s easy to add a premade video, like your brand video, to a business proposal. But I’ve personally discovered that if you really want to capture attention, you should add a layer of personalization, either with a custom animation or video.
A visual presentation of your proposal can help you break down new or complex concepts in a format that’s both easy to understand and engaging. It will also set your offer apart from more traditional, text-heavy proposals.
Pro tip: Check out this post for a list of animation tools that can help you create custom animated presentations.
4. Add a VR or AR demo.
Drop in a virtual reality (VR) or augmented reality (AR) demo for an immersive proposal experience. These technologies can help you add interactivity to your product or service proposal. It also offers a unique and memorable experience with lasting impact.
Check out these resources for inspiration and to help you decide which technology is best for your business proposal:
5. Weave sound into your proposal.
Compose a memorable song or jingle, plug-in sound effects, or add royalty-free music to your business proposal.
This idea can create an emotional hook that makes your message stick in the memory of your audience.
6. Create a proposal with multiple start and end points.
If you play video games, you know the fun of playing a game over and over until you’ve experienced every possible ending.
So, try customizing your business proposal for different entry points. Then, allow your reader to choose which section they want to end with. This flexibility lets your audience focus on the areas that interest them most, making your proposal more relevant and engaging.
Or, add a storytelling element to your proposal with different start and end sections. This strategy can highlight your knowledge of their business and industry. It can also be a way to offer a prospect more than one relevant solution.
7. Try direct mail.
Your readers probably see a lot of digital communication. To set yourself apart, try adding a thoughtful and personalized direct mail element.
Write a handwritten note, send a small gift, or pull together a beautiful mailer. This tangible approach will make your business proposal a memorable and unique experience. This idea will express your attention to detail and commitment to personalized communication.
8. Ask an influencer to present or vouch for your proposal.
If you’re already working with influencers, you know that an influencer can boost credibility and trust for your proposal.
Their endorsement can validate your ideas and show that respected figures in the industry support your proposal. This idea can add authority and appeal to your business proposal, increasing your chances of success.
Learn more about brand influencers and check out our free guide to influencer marketing here.
9. Hide one or more Easter Eggs.
Surprise and delight your audience by adding hidden Easter eggs throughout your business proposal. Whether it’s a hidden message, a playful animation, or a secret section, these little surprises add a touch of fun and intrigue.
Easter eggs encourage exploration. This idea can get your readers to spend more time getting into the details of your proposal — all the while having an incredible and unique experience.
Let your business proposal do the talking.
After going through all these proposal templates and examples, I have learned that there is no one-size-fits-all approach when it comes to business proposals.
While these templates and examples might act as a starting point, I advise you to personalize your business proposal depending on the type of business you’re in and your prospect’s needs. Always remember, after reading through your plan, prospective clients should have very few questions about your company and what it can do for them.
Editor's note: This post was originally published in February 2020 and has been updated for comprehensiveness. This article was written by a human, but our team uses AI in our editorial process. Check out our full disclosure to learn more about how we use AI.
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