Types Of Business Proposals
To get started with your top-notch proposal, you'll need to understand the basic formats and components. Here's a roadmap and checklist.
Determine A Theme
Before you even put pen to paper or fingers to keyboard, determine what the overall message of your proposal will be. Stating the theme or the reason for the proposal helps to ensure that your proposal will be routed to the appropriate personnel.
The theme should be one of the first things that your prospect sees. This is not a headline whose purpose is to entertain, but a description that clearly informs the prospect of the reason for the proposal. An appropriate theme might describe how your product (or service) will enable the client to solve his problem or achieve his goal.
Two Proposal Formats
There are two main types of business proposals:
Letter-Form Proposal: the more straight-forward and informal approach; may include a cover letter. When not using a cover letter, map out your proposal's overall theme right in the first paragraph.
Report-Form Proposal: this form typically includes a cover letter and is a more formalized presentation approach. The proposal title should appear on a cover page or as the headline to your proposal, followed by a short description on how you intend to help the prospect.
The Cover Letter
One of the best ways to organize your initial thoughts--especially if you're compiling a Report-Form Proposal--is by creating a rough cover letter. Although this isn't a required aspect of a business presentation, it is a professional way to introduce your services. It can also help you formulate a clearer sense of your objectives. Typically, a cover letter is only one-page long. And, no matter what your relationship with the prospective client is, it should be as concise and professional as possible.
Always close a cover letter with:
- a quick recap of why your business is the best choice for the project;
- a follow-up course of action--a date in which you'll make contact again;
- and a prominent listing of your contact information
How Long Is Too Long?
It's up to you to determine when you've "said all you can say" in a concise yet compelling manner. Before you begin, it's a good idea to inquire about any protocol the prospective client has set forth. Often, a client will furnish you with an "RFP" (Request for Proposal, asking you to bid on a particular project. An RFP can present very explicit guidelines regarding a proposal's desired content and length.
The Content Checklist
The most important thing you need to remember when mapping out your business proposal is the important role it will play in your future relationship with this client. Be sure to take your time and do it right. The following is a list of components and issues you need to consider:
Personalized Stationery:
Every time the prospect refers back to your proposal, they'll see your name prominently highlighted. This is an extremely important attribute, especially if the pages become separated after you leave it behind. NEBS offers a full line of customized stationery, as well as proposal/acceptance forms. For a complete listing of products, prices, companion products and free samples, view our Product offerings.
Binding:
If you are presenting a lengthy report-format, consider getting the proposal professionally bound. This will ensure the material's protection when you leave it behind with the client.
Editing:
It doesn't matter if you've read the proposal a dozen times and everything looks grammatically correct to you. Get a second pair of eyes to review the content for typos and proper grammar. Typos are an indication of sloppiness and a disregard for details.
Colored Graphics & Charts:
A few bells and whistles can attract a lot of attention. They also guide a reader through your proposal--highlighting key points along the way. One well-constructed chart is worth a thousand words.
Next Topic: Five Steps To Winning Proposals
