Business Proposal Letter Examples | How to Format

A business proposal is a document used by businesses to demonstrate their interest in providing goods or services at a competitive price to potential customers.


The business proposal is used in B2B segments between companies that wish to enter into commercial agreements.

This document is not the company’s mere presence but the express communication of interest to the client. It is a complex document because it involves many variables. It should explain what the project will encompass, what you are going to do, how long the project is going to take, and what materials the client must provide.

Free Templates

Editable Marketing Business Proposal Letter Sample for Word File

Professional Retail Investor Business Proposal Letter Sample for Word File

Free Business Sponsorship Proposal Letter Sample for Word File

    What to Include

    We describe some fundamental sections that you should include in an efficient business proposal. Also, we have created a possible structure for the document you are going to create. However, each proposal needs to be personalized. In addition to contemplating the client’s essential aspects, it will also be adapted to your business context.

    Client goals

    In this section, you can identify the customer’s primary objectives because, based on them, you can create the necessary steps to achieve them. By demonstrating that you know what they seek to achieve, it is easier to propose solutions with which they agree.

    If you use this requirement, describe the possible goals that the customer is currently looking for and devise methods for achieving them. Consider elaborating on and describing the benefits of the solutions made specifically for the customer to make the right decision.

    Competitor search

    The research work can be ample to deliver a more detailed and complete business proposal as possible. Therefore, you can extend research on the customer’s business to create a more comprehensive proposal. Most of the companies that receive the proposal do not provide information about their competitors and customers, and you can surprise your potential customer if you do this job.

    Segment data

    You can deliver timely information about the customer segment. For this, it is crucial to put yourself in their shoes and understand their needs. This way, you also develop the questions you would probably have to answer for the potential customer. It is imperative that the proposal completely meets their needs, so you can use this exercise to think like him.

    Experiences and qualifications

    If your goal is to provide services, it is essential to show your client’s professional experiences, qualifications, and differentials. After all, they can choose another company to help their business, businesses that may even have submitted a more attractive business proposal. So, think about adding to your proposal what is different about your business, and what sets you apart from other companies.

    In the current market, many companies are fighting for space. The ability to write a business plan can determine the success of many of them.


    The proposal is the bridge that puts your business on the path to increasing its customer base.

    It is fundamental in business because it allows you to prospect, show your business, highlight your company’s qualities, and show potential customers what they can expect from your business. In this case, it is not an exaggeration to say that a business proposal can define competition. Similarly, a letter is also used for sponsorship, which is a way to get funding for an event and incentivize the sponsor. Moreover, it is also useful in formalizing the internal collaboration between different companies to achieve different goals.

    Writing a Business Proposal Letter (Format)

    There is no single formula, but there is a structure that can help you. Above all, proposals must be flexible. Therefore, you do not need to get all the details contained here, but you can adapt them to your business. You can start with an introduction, then describe the project’s details and other information you consider most important.

    Deepen the essential parts and leave the small and insignificant aside, not to stretch the document:

    The cover must bear the name and title of your proposal. It is also ideal for containing the company’s name, preferably with the logo. Remember that it is essential to show that your proposal is personalized. The header must bear the title of your proposal. It is also ideal for containing the company’s name, preferably with the logo. Remember that it is essential to show that your proposal is personalized.

    Address the recipient

    Starting straight away with project details is considered unprofessional without addressing them appropriately. It needs to be short and friendly, just enough to encourage the reader to stay interested in the proposal or get in touch.


    You can begin with something like,

    “Dear Mr. ABC
    I would want to start by congratulating you on starting up a learning institution.”

    Relevant background details

    Describe your business, show what you do for your customers, your relevant work, and the value your company can provide. It is essential to demonstrate knowledge about the business at this stage to show that your company understands the sector in which the potential customer is and its difficulties. Also, it is essential to show that you know the benefits and paths for the future of the client’s business.  


    “In our firm, we make sure that your services are known far and wide. We use print media, television, radio, billboards, and the Internet to make it work for you.”

    Define the proposal

    Demonstrate how your company can help the customer’s company. It is essential to convince them; therefore, demonstrating the interest of both is essential. You are offering a service, and your client will invest in the future. Also, ensure that the proposal presentation is focused on them, based on the studies and research they’ve carried out. It is essential to show that your solution is good for the customer’s sector or segment but customized for his company.


    “We propose a $2300,00 investment to continue our current aggressive expansion while providing outstanding returns to your company. We are willing to offer a 15% return on your investment over the next seven years.”

    Supporting documentation

    The proposal section is an overview of the customized solution that your company has created for the potential customer. However, the services or methodology section is indicated to address the details of that service. Anticipate their questions and guide them through the process to let them know who they are getting the opportunity to hire. Describe what results they can expect and when they can achieve those results.

    A schedule that combines deliveries with expected dates makes your document more visually appealing, and the information is more scannable. Create a price card that identifies each product or service and combines it with the most accurate pricing information you can provide. Responsive rate cards allow potential customers to check the services they think they need and calculate their total cost. In this way, you allow your customer to personalize the service contract, and none of you must worry about errors when making numerical calculations.

    If you find it convenient for your job, insert warnings, disclaimers, and other critical conditions about your business proposal. It is critical in some lines of business and can be helpful in others. You can also include what you cannot deliver to exempt the business from possible customer orders.

    Here is how to issue a warning like this:


    “[Your company name] will take care of all technical problems involving [the only specialties you serve]. We reserve the right to charge additional fees for implementing an issue that is not listed above.”

    However, take it easy. If you give too many warnings, the customer may be frightened and believe that they may have more problems than solutions. You need to express yourself in the right way, defending your business while bringing value to the customer. That is the art of writing a business proposal.

    Finally, enter the schedule, logistics, prices, and other data regarding delivery. If you want, add information and testimonials from satisfied customers and contact them if the prospect wants an opinion on your business.

    ServiceQuantity and DurationCost
    SEO12 keywords over 3 monthsUSD
    Inbound Marketing3 monthsUSD
    Outbound Marketing3 monthsUSD

    Include a follow-up request

    The follow-up must be considered from the beginning of the business proposal so that there are no bottlenecks in its negotiation wake. This way, your client enters a funnel that contemplates the resumption of contact and the monitoring of the negotiation.

    Often, companies receive proposals in the hustle and bustle of everyday life and fail to give them due attention.


    The final part of the proposal is also essential and cannot be ignored. After writing down all the essential details, it is now time to re-emphasize the results you intend to offer to the prospective customer’s business. Briefly reinforce the problem identified and the possible solution.

    Strikingly finish the text with a good sentence and with your business contact details. It needs to be a call to action (CTA).


    “We reaffirm our commitment to solving the [problem the customer faces] with [the solution offered]. We will be implementing our project through [implementation method] in [time]. Contact us right now to work on our business agreement.

    Telephone number]
    WhatsApp: [number]
    E-mail: [address].”

    Template for Business Proposal Letter

    [Your Name]

    [Your Title]

    [Your Company Name]

    [Your Company Address]

    City, State, Zip Code

    [Your Email Address]

    [Your Phone Number]


    [Recipient’s Name]

    [Recipient’s Title]

    [Recipient’s Company Name]

    [Recipient’s Company Address]

    City, State, Zip Code

    Dear [Recipient’s Name],

    I hope this letter finds you in good health and high spirits. My name is [Your Name], and I serve as [Your Position] at [Your Company Name]. Our company specializes in [Brief description of your company and its services/products]. We have been closely following the remarkable progress your company has made in the [mention the industry or field] and are genuinely impressed by your achievements. It is with great enthusiasm that I am reaching out to propose a potential collaboration that I believe could be mutually beneficial for both our companies.

    Allow me to introduce [Your Company Name] in more detail. We are known for [mention any relevant achievements, certifications, or unique selling points of your company]. The purpose of this proposal is to [clearly state the purpose of your proposal], which aligns with your goals of [how it aligns with the recipient’s goals or needs].

    Regarding our proposal, we are offering [describe what you are offering, including any products, services, or solutions]. This offering is designed to [describe how it addresses the recipient’s needs or challenges]. The benefits of our proposal include [highlight the benefits of your proposal], which we believe will significantly contribute to [mention how it will help the recipient’s company].

    Our plan for implementing this proposal involves [outline a high-level plan for implementation, including key stages, timelines, and any requirements from the recipient’s side]. This approach ensures a smooth transition and integration of our services/products with your operations, aiming to minimize disruption while maximizing efficiency and outcomes.

    I propose that we schedule a meeting or call to discuss this proposal in greater detail. I am available at your convenience and can be reached directly at [Your Phone Number] or via email at [Your Email Address]. During our discussion, I would be happy to provide further information, answer any questions you may have, and explore how we can tailor our proposal to best meet your needs.

    In conclusion, we at [Your Company Name] are excited about the prospect of partnering with [Recipient’s Company Name]. We are confident that our [products/services/solutions] can [achieve specific goals, solve problems, etc.] and contribute to the continued success and growth of your company.

    Thank you very much for considering our proposal. I look forward to the opportunity to speak with you soon and hopefully to start a fruitful partnership.

    Warm regards,

    [Your Signature (if sending a hard copy)]

    [Your Typed Name]

    [Your Title]

    [Your Company Name]

    [Your Contact Information]

    Professional Business Proposal Samples

    Sample 01: Business Proposal Letter for Marketing Services

    Dear Ms. Lee,

    I hope this letter finds you well. My name is Alex Rivera, and I am the Director of Business Development at Rivera Marketing Solutions, a company that specializes in crafting bespoke marketing strategies that drive growth, enhance brand visibility, and increase market share. We have been admirers of Lee Apparel’s innovative approach to fashion retail and are impressed by your brand’s rapid growth in the competitive apparel industry. It is with great enthusiasm that I am reaching out to propose a collaboration that I believe could propel Lee Apparel to new heights of success.

    Rivera Marketing Solutions is renowned for its creative and results-driven marketing campaigns. Our team has successfully partnered with several leading brands in the fashion sector, achieving measurable results in terms of increased online engagement, higher conversion rates, and significant ROI improvements. The purpose of this proposal is to offer our expert marketing services to Lee Apparel, specifically tailored to enhance your online presence and effectively engage your target audience.

    Our proposal includes a comprehensive digital marketing strategy encompassing search engine optimization (SEO), social media marketing, content creation, and targeted advertising campaigns. This multifaceted approach is designed to increase Lee Apparel’s visibility online, attract and retain customers, and ultimately boost sales. The benefits of our proposal include:

    • Enhanced Brand Recognition: Through strategic content marketing and social media engagement.
    • Increased Website Traffic: Via SEO and targeted digital advertising.
    • Improved Customer Engagement: Through personalized marketing campaigns and interactive content.

    Our plan for implementing this proposal involves an initial audit of your current marketing efforts, followed by a detailed strategy session with our team to align on goals and objectives. We propose a phased rollout of marketing initiatives, starting with quick wins in SEO and social media to build momentum. Our team is prepared to begin this process at your earliest convenience, ensuring minimal disruption to your operations.

    I would welcome the opportunity to discuss this proposal with you in more detail. I am available for a meeting or call at your convenience and can be reached directly at (555) 123-4567 or via email at During our discussion, I am eager to answer any questions you may have and explore how we can customize our services to best meet Lee Apparel’s unique needs and objectives.

    In conclusion, we at Rivera Marketing Solutions are excited about the possibility of working with Lee Apparel. We are confident that our marketing services can help you achieve your goals and solidify your position as a leader in the fashion industry.

    Thank you for considering our proposal. I look forward to the opportunity to partner with Lee Apparel and contribute to your continued success.

    Warm regards,

    Alex Rivera

    Director of Business Development

    Rivera Marketing Solutions

    (555) 123-4567

    Sample 02: Business Proposal Letter for Sponsorship

    Dear Mr. Green,

    I hope this letter finds you well. My name is Jasmine Lee, and I am the Event Coordinator for the Community Arts Foundation, a non-profit organization dedicated to fostering creativity and artistic expression within our community. We are reaching out to local businesses that share our passion for the arts and community engagement to seek support for our upcoming event, the Creative City Art Festival, scheduled for June 15, 20XX.

    The Creative City Art Festival is an annual event that celebrates the diverse artistic talents of our community, featuring local artists, musicians, and performers. It provides a platform for emerging artists to showcase their work, encourages community participation in the arts, and promotes cultural exchange. Last year, the festival attracted over 5,000 attendees and received extensive local media coverage, making it one of the most anticipated events in our community.

    To continue the success of the Creative City Art Festival and make it accessible to everyone in the community, we are seeking sponsorship from businesses and organizations that recognize the value of the arts and community engagement. As a leader in innovation and a company known for its commitment to community involvement, Bright Innovations, Inc. is an ideal partner for this event.

    We offer several sponsorship levels, each with its own set of benefits designed to provide visibility and recognition for our sponsors:

    • Gold Sponsor ($5,000): Includes prominent logo placement on all event materials, a featured booth at the festival, and recognition during the event opening and closing ceremonies.
    • Silver Sponsor ($2,500): Includes logo placement on event materials and a booth at the festival.
    • Bronze Sponsor ($1,000): Includes logo placement on the event website and event materials.

    Your support as a Gold Sponsor would not only help ensure the success of the Creative City Art Festival but also align your brand with a meaningful cause that resonates with the community. In addition to the sponsorship benefits, we are committed to acknowledging your generous support in our press releases, social media channels, and newsletters.

    I would be delighted to discuss this sponsorship opportunity with you further and explore how we can tailor the benefits to meet Bright Innovations, Inc.’s marketing objectives. I am available for a meeting at your convenience and can be reached at (555) 789-0123 or via email at

    Thank you for considering supporting the Creative City Art Festival and for your ongoing commitment to making a positive impact in our community. We look forward to the possibility of partnering with Bright Innovations, Inc. to celebrate the arts and bring our community together.

    Warm regards,

    Jasmine Lee

    Event Coordinator

    Community Arts Foundation

    (555) 789-0123

    Sample 03: Business Proposal Letter for Retailing

    Dear Mr. Smith,

    I hope this letter finds you well. My name is Ava Chen, and I am the Director of Sales and Partnerships at EcoFriendly Innovations Inc., a company dedicated to creating sustainable and environmentally friendly household products. Our mission is to provide consumers with high-quality, eco-conscious alternatives to everyday items, thereby contributing to a healthier planet.

    I am reaching out to propose a partnership between EcoFriendly Innovations Inc. and Urban Essentials Retailers. We believe that Urban Essentials’ commitment to offering innovative and responsible products aligns perfectly with our product line and company values. This partnership presents a unique opportunity for both of our companies to expand our reach and impact by providing your customers with sustainable options that meet their lifestyle needs.

    EcoFriendly Innovations Inc. proposes to supply Urban Essentials Retailers with our range of eco-friendly household products, including biodegradable kitchen sponges, reusable food wraps, and natural cleaning solutions. Our products are designed not only to appeal to environmentally conscious consumers but also to those seeking effective, high-quality alternatives to traditional household items.

    Benefits to Urban Essentials Retailers:

    • Diversified Product Offering: By incorporating our eco-friendly products into your inventory, Urban Essentials will diversify its product range, attracting a broader customer base and meeting the growing demand for sustainable goods.
    • Competitive Advantage: Partnering with EcoFriendly Innovations Inc. will position Urban Essentials as a leader in the retail space for sustainability, enhancing your brand image and customer loyalty.
    • Marketing Support: We will provide comprehensive marketing support, including co-branded promotional materials, social media collaboration, and in-store displays, to ensure the success of our product line within your stores.

    We are confident that this partnership will be mutually beneficial and are eager to discuss how we can tailor our proposal to best meet the needs of Urban Essentials Retailers. I propose we schedule a meeting to explore this opportunity further and to discuss the specifics of our potential collaboration, including product selection, pricing, and logistics.

    Thank you for considering this proposal. I believe that together, EcoFriendly Innovations Inc. and Urban Essentials Retailers can make a significant impact on promoting sustainable living and enhancing the shopping experience for your customers. I look forward to the possibility of working together and am available at your convenience for a meeting or call to discuss this proposal in more detail.

    Warm regards,

    Ava Chen

    Director of Sales and Partnerships

    EcoFriendly Innovations, Inc.

    (555) 234-5678

    Tips for Writing an Effective Proposal Letter

    Doing analysis and gathering information is only the first step. You have to know how to present a business project in a way that arouses interest among investors.

    If you are not sure how to present an attractive business proposal, here are some tips:

    • Simplify the content- Avoid the use of technicalities and complex expressions. The important thing is to convey why your idea can be successful in the market.
    • Short length- On average, a business plan is typically around thirty pages long. Include only the most relevant data to describe your project and its growth possibilities.
    • Measurable objectives- The evolution of your company must be subject to variables that you can measure. It includes data-driven objectives so that you can confidently verify that they are being met.

    Final Words

    A business plan comprehensively collects all the details of the company you intend to launch. Include information on what you are going to sell, your company’s organization chart, its promotion plan, and the planned financing channels. For businesses that work with a small number of customers, a well-crafted business proposal can completely change your business level.

    About This Article

    Brian Beers
    Authored by:
    Business Writing | BA in Journalism, Master of Business Administration (MBA)
    Brian Beers is an expert in business writing with over 15 years of experience in financial news. He has received numerous awards, including an Emmy nomination for his work as the lead producer of the CNBC feature "Boom, Bust and Blame: The Inside Story of America's Economic Crisis." Brian has also rung the opening/closing bell of the stock market three times, twice for the NYSE and once for the NASDAQ. He holds a BA in Journalism and an MBA. His exceptional storytelling skills and insightful analysis make him a sought-after professional in the business writing industry, helping individuals and organizations effectively communicate their ideas and strategies in the business world.

    Was this helpful?

    Great! Tell us more about your experience

    Not Up to Par? Help Us Fix It!

    Keep Reading

    Thank You for Your Feedback!

    Your Voice, Our Progress. Your feedback matters a lot to us.