How to Write a Job Proposal Letter (with Examples)

There are several reasons for writing a proposal letter for a job, including showing a business how the employee can meet its needs, proposing a new position that may help the organization function much better, and proposing a new position within a department to increase its efficiency.

In essence,

It is a formal document created by a job candidate that lists problems that the company is facing and explains how their qualifications and experience can help fix those problems.

Free Templates and Examples

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Job Proposal Letter Template

Types of Job Proposal Letters

There are different types of such letters for various situations. Some of the most common ones used include:

Construction job proposal letter

When you are looking to create a construction proposal, you must ensure that all the information is captured correctly, including the project’s material cost, the scope of the project, and the contractor’s information.

Telecommuting job proposal letter

As an employee, you may always find yourself in situations where telecommuting is your only option. In such cases, it is important to propose to your employer how you will operate outside the offices, how you will ensure that your work is done effectively, and how doing so will benefit the company.

Freelance job proposal letter

As a freelancer, you will, in most cases find yourself looking for new opportunities in different organizations or with different clients. Freelancers can use this letter to create a comprehensive freelance project proposal that comprises an engaging pitch, a proposed timeline with the project’s deliverables, the cost of the service provided, and your key qualifications.

Internship job proposal letter

If you are looking to propose an internship opportunity with an organization, you can use this letter to list the different learning opportunities provided by the internship, such as academic relevance, the intern’s responsibilities, and relevant experience.

Writing a Job Proposal Letter

Knowing the right words and format to use when crafting it is very important. This is because the letter serves as a first impression on the prospective employer. It also shows the employer that you are confident in your skills and abilities and how much of an asset you will be to their company. Below is a comprehensive guide on how to properly craft it.

Address the letter to the right person

Start the letter by addressing it to the company’s top executives. You can usually find the name of the person to address on the company’s website. If not included, you should consider contacting the company. Addressing it to the right person will ensure that the letter is received and given the proper response.

Introduce yourself

Create a great first impression by properly introducing yourself, i.e., who you are and why you are writing the letter. This will help capture the reader’s attention and potentially set you up as a strong candidate for the position. If you have already interacted with the prospective employer, mention this in the opening statement to help them understand the letter’s context. For example, you may have discussed the company’s problems and agreed to a rough set of objectives. Ensure to allude to this conversation and briefly reiterate why you are the best candidate to offer the solution.

Proposal’s purpose

Most companies are usually unaware that they have a problem if such problems are not brought to their attention. Explaining the reason for writing the letter clearly and concisely can help them understand why they need your expertise to improve their chances of success. Make sure to identify the issue that you want to solve and provide a detailed explanation of how you will solve it.

Company needs

To clearly understand what you are talking about, it is important to do thorough research, especially if you are proposing a new position or are not already an employee at the company. To find out more about the company (especially if you are not already an employee there), visit its websites to learn more about its history, what it does, its core principles, etc. Also, read trade journals and any other material that you can find to get insight into the current industry trends. This will help you gain more insight into what the company needs and give you ideas on how you can benefit the company.

Goals and objectives

For the employer to take your letter very seriously, you must define your goals and objectives and how they will benefit the organization in the long run. For instance, if you are proposing a new position in the department, instead of saying that the new position will boost the company’s productivity, you may consider using figures and state that the new position will increase the company’s productivity by 25% and increase work efficiency by 60%. You may also want to state the method you will employ to achieve these goals and objectives.

Showcase your skills

When writing it, you want to make sure that you showcase your most valuable assets to make you stand out and be considered a strong candidate for the position. Remember that proposing a solution to a problem does not necessarily guarantee that you will be given the role. Your proposal may be great; still, if not properly crafted, the employer may solve the problem by getting the right candidate with the right tone and choice of words.

Ensure that you state some of your special skills related to the problem you are trying to solve and give the employer enough reasons why they should consider you for the role. You may also want to mention your experience with a similar issue or outline a unique process guaranteed to give the best/optimal result.

Budget and funding

Although it is not recommended to give a full breakdown of the budget and funding in this letter, the proposal should provide the employer with an overview of the approximate cost they stand to incur if they decide to move forward with the proposal. Keep in mind that the cost of implementing the proposed solutions is usually a major factor in the decision-making process; thus, it is important not to leave out this piece of information.

Call to action and follow-up

When writing it, the choice of words is very important. You should be keen not to write a letter that ends so that the potential employer can use a non-response as an answer. A call to action requests that the employer take additional steps and creates urgency for them to move forward with the proposal.

Also, make sure to afford the employer enough time to respond to the proposal. Employers usually have more than enough on their plate every day; bugging them with calls and emails is not the right thing to do. Instead, giving them enough time and indicating a date on which you will follow up is the right thing to do and shows that you are serious and dedicated to the proposal.

Contact details

End it by thanking the employer for their consideration of your letter and encouraging them to contact you should they have any questions or need further clarification regarding the same. Ensure to provide a full set of your contact details at the end of the letter, including your email address, phone number, and an alternative phone number.

Since it is a formal letter, make sure to include a professional closing such as “Sincerely” or “Regards,” and your name a few lines below, then sign your name above your typed name.

Analysis

This cover letter effectively communicates the candidate’s strong interest and suitability for the Software Engineer role at Innovative Tech Solutions. With a Bachelor’s degree in Computer Science and five years of experience specializing in cloud computing and scalable web applications, the candidate is well-prepared to contribute to the company’s projects. They highlight key skills relevant to the job, including Agile software development, extensive experience with AWS and Azure, and proficiency in full-stack development using React, Node.js, and MongoDB.

The candidate shares notable achievements, such as leading the development of a cloud-based inventory management system, which showcases their ability to use technology to solve complex problems and improve efficiency. Their admiration for the company’s commitment to innovation, especially in cloud computing and AI, aligns with their professional aspirations.

Expressing eagerness to apply their expertise in cloud computing, full-stack development, and agile project management, the candidate is confident in their potential to contribute to the team’s success. They conclude by inviting the opportunity to discuss their qualifications further, underscoring their enthusiasm for joining Innovative Tech Solutions.

Tips for Writing a Proposal Letter

When sending in this letter, you want to make sure that it gets the right response and doesn’t get ignored and piled with other letters. To give your letter an edge, make sure to keep important tips in mind when drafting it.

Some of these tips include the following:

Study project objectives

The first thing you want to do before writing it is to study and master the project’s objectives. Understanding what the problem is and how your proposed solution will help mitigate it is very crucial. Pitching something that you have a clear understanding of is far easier, as you will answer any question directed at you with ease.

Keep it brief

Such letters are usually short and direct to the point. To ensure that you create a great first impression and capture the employer’s attention much easier, you must craft a clear and concise document. If you write an overly long proposal full of dense paragraphs, you ask the employer to spend more time trying to find details that matter in your proposal. Do not omit any crucial information; instead, state it briefly using bullet points to ensure that your proposal is engaging, to the point, and easy to read and comprehend.

Be professional

They are formal letters and should be written in a professional yet friendly tone. They should offer the employer a sense of reliability and give them an overview of what it would be like to work with you. Whether you have a close relationship with the employer or not, always maintain professionalism when writing an official letter.

Include samples

To establish more relevance and make the case that you are the right candidate to offer the solution, you may want to consider attaching samples of your most relevant work, if any. Samples help create a clear picture of what the problem is and what you are trying to solve.

Frequently Asked Questions

About This Article

Authored by:

Shannon O'Brien

Career and Life Strategy Consulting, Workshops, E-learning

Shannon O'Brien, the visionary Founder and Principal Advisor of Whole U., has positioned her Boston-based consultancy as a beacon for those seeking purpose and balance in their careers and lives. Whole U. offers a spectrum of services, from individualized advising to immersive workshops and e-learning platforms, all designed to empower individuals to chase their true calling and cultivate a harmonious life. Recognized for her unparalleled expertise, Shannon has been honored as both the #1 Career Coach and Life Coach in Boston by Yelp users. Her insights and contributions have been spotlighted on platforms like Boston.com, Boldfacers, and the UR Business Network. Cementing her authority in the field, Shannon holds a Master's degree in Technology, Innovation, & Education from the prestigious Harvard University.