proposal cover letter template word

How to Write a Proposal Cover Letter: Examples + Free Template

Posted by: Cinthya Soto

Proposal cover letters are brief overviews that introduce the more in-depth content of a proposal. Cover letters are normally the first page of a proposal, making them the first impression you will give and your first opportunity to convince the reader to work with you. These letters directly communicate with the client and set the stage for the following proposal details.

If your proposal cover letter is not convincing enough, the reader might not read your entire proposal and choose a competitor. That’s why understanding the do’s and don’ts of proposal cover letter writing is crucial. 

In this blog, we’ll teach you how to structure and write a proposal cover letter, what makes a good and a bad proposal, and we even provide a free downloadable template for your firm to use. 

What Is a Proposal Cover Letter? 

A proposal cover letter is a letter that accompanies an RFP response or bid submission. Its primary purpose is to introduce the proposal, explain its relevance to the recipient, and persuade the reader of the value and credibility of what’s being offered. It sets the tone for the entire proposal, so make sure it’s well-crafted. 

The cover letter needs to be persuasive and blow your prospect away because it provides a first impression. Since it’s often the first thing the recipient will see, it plays a key role in the recipient’s decision to even consider reading the full proposal. 

The cover letter is frequently the initial opportunity for your proposal to align with the reader’s objectives. While it goes on top of the proposal, it shouldn’t be confused with an executive summary that outlines the main highlights of your proposal. 

Why Your Proposal Cover Letter Matters 

Your proposal cover letter is made up of the most important paragraphs you’ll ever write because it’s the section everyone will read. That’s why it’s essential to nail it, or you stand the chance of losing the project. A cover letter helps busy clients decide if they’re interested in reading the complete proposal. Therefore, having a winning proposal cover letter is equally important as the actual proposal. 

The proposal cover letter gives you a chance to leave clients with a memorable first impression. While proposals lean towards factual information, cover letters offer a more personal touch. Establishing an emotional connection from the beginning significantly increases the likelihood of the reader engaging with your entire proposal. 

What Should Be on a Proposal Cover Letter? 

Though the specifics of your proposal may vary based on the nature of your offer and your sector, the proposal cover letter should consistently stick to the following structure: 

Contact Information 

It’s essential to include your contact details, including your name, email, and phone number, as well as your organization’s information such as its name, email, phone number, website, and even its social media handles. For bonus points, include the link to your LinkedIn profile in the heading too so the reader can get a deeper understanding of who you are. 

Make these details easy to find by placing them at the top or bottom of the cover letter, ensuring they’re in a bold and easy-to-read font so potential clients have no problem finding them. Using the company’s letterhead for the letter not only ensures the inclusion of this information but also gives a professional touch. 

Greeting 

This is your chance to introduce your company and what you do. It’s your first opportunity to make a positive impression and establish a connection with the reader. 

Begin with a concise statement about your company. This could be your mission statement, a brief history, or an overview of what makes your organization unique. This is your chance to highlight areas where your company excels, which helps you establish credibility. 

Additionally, highlight your primary areas of specialization or the main services/products you offer. This will give the reader a clear understanding of your role and what you do. 

Summary  

Often, decision-makers are drowned in proposals, and they might not have the time or patience to go through every detail initially. A concise summary ensures that they can quickly understand your proposal’s primary objectives and value.

You should provide details about your value propositions at a high level and connect how they meet your client’s requirements. By summarizing how your proposal addresses the client’s specific challenges or needs, you can instantly resonate with them, emphasizing that your solution is tailored to their situation.

Offer 

Continuing to the offer, this is where you should further explain how you can provide a personalized solution. Clarify to the client the unique value your solution brings to solve their problem. 

Having captured your potential client’s interest, you now have to focus on keeping it. Achieve this by highlighting the clear benefits that directly compellingly address their challenges, making it easy to understand. 

While you’ll be mentioning how your work will benefit the prospect, you should also explain what they will win from choosing to work with you. 

Here are some tips on how you can accomplish this: 

• Select the three to five primary attributes of your solution 
• Explain their advantages for your client in a concise statement 
• Be straightforward– This is what we provide. This is how it solves your issue 

References 

In situations where multiple firms submit proposals, having strong and relevant references can set you apart from competitors. It offers an added layer of reassurance to prospective clients about your experience and competence. Essentially, relevant references help the client understand why they should choose you over others. 

References also show the prospective client or partner that others have trusted you and that you’ve delivered results. By showcasing references from satisfied clients or partners, you demonstrate that you have been trusted in the past, which can solve any insecurity or concerns the potential client might have. 

Visuals 

Visuals aren’t a must for proposal cover letters. However, they can enhance its impact by emphasizing crucial information. If you have a designer on your team, you can incorporate graphics that highlight the key points of the letter. 

Some examples of what this might look like: 

• Highlighting a customer satisfaction quote in a different font to make it stand out 
• Using callout boxes to draw attention to your key value propositions (especially helpful for busy teams skimming the page) 
• Using the company letterhead
• Including the signature from a senior person at your company 

Conclusion 

Similar to introductions, many cover letters tend to focus more on the body content than the concluding paragraph. However, ending on a powerful note is as crucial as creating a compelling start. It’s recommended to conclude your cover letter by highlighting a significant benefit and the value your project will offer to the company. 

Additionally, when wrapping up your proposal cover letter, always encourage them to continue by reading the complete proposal.

How to Write a Proposal Cover Letter 

Now that you know the structure to follow on the proposal cover letter, it’s time to go into the details of how to write a proposal letter. 

Powerful First Sentence 

Starting with a powerful opening sentence can grab the reader’s attention immediately, encourage them to continue reading, and make your proposal stand out among the endless others they may have received. It’s beneficial to use impactful verbs and straightforward wording to ensure your initial sentence remains engaging and brief.  

Demonstrate You Understand the Problem 

In any proposal, it’s essential to demonstrate to your client that you understand the problem they’re facing. Highlight their goals and the reasons behind your collaboration. Present the company’s challenges in an easily comprehensible manner. Dedicate a section to focus on the company’s concerns, and later in the cover letter, you can introduce the proposed solutions. 

Offer to Discuss the Proposal Further 

Before ending your cover letter, you should stress your readiness to dive deeper into the proposal and address any questions or concerns the reader might have. Additionally, this serves as a chance for you to propose a face-to-face meeting with the potential client to further increase your chances of landing the project. 

Thank the Issuer for the Opportunity 

In the cover letter, you have the opportunity to express gratitude to the proposal’s recipients. Recognizing their participation in the process and expressing appreciation for the opportunity not only demonstrates courtesy but also signals to all reviewers that you’ve closely read the RFP guidelines. 

Persuasive Closing

After completing the structure and details of your proposal cover letter, end with a persuasive closing demonstrating your understanding of the next steps. Clients want to understand how you’ll assist them in achieving their objectives and the next steps for moving forward. This demonstrates to them that you can simplify the process by detailing the necessary steps to advance. 

As mentioned earlier, you’ll want to encourage the reader to read the entire proposal. However, you should also mention the opportunity to discuss the proposal further. Some examples of what this might look like include: 

• “We look forward to the opportunity to discuss our proposal further.” 
• “Once you’ve had an opportunity to review our proposal, please don’t hesitate to reach out and follow up with any questions.” 
• “Our team will be following up in a week for an update and see if there are any additional ways we can support your team. “

Signature 

Don’t forget to include a signature! But who signs it? Who signs the proposal cover letter varies based on different factors. The person who has the relationship with the client is in charge of the strategy, and probably carried out the research leading to the proposal is typically the one that should sign the proposal cover letter. 

However, it’s recommended that you have the proposal cover letter signed by the individual with the highest authorization level, ideally someone the client knows. 

Otherwise, you should consider having the executive director of your organization sign the cover letter and include their contact details for professionalism. People to consider for signing the proposal cover letter include: 

• Executive director 
• Account manager  
• Executive of executives 
• CEO (a strategy used by small firms or when the RFP represents a large portion of a responder’s annual revenue) 
• Someone with a senior title 

What Makes a Good Proposal Cover Letter?

So, now we know how to structure a proposal cover letter and how to write one, but how can we make it stand out? Here are some tips you should follow to craft a good proposal cover letter. 

Capture Reader’s Attention Early 

Within the framework of a proposal, the first paragraph is the best chance you have to catch your reader’s interest. This means the introduction is one of the most essential parts of your proposal cover letter. It’s crucial to catch the reader’s attention immediately, so think of an engaging way to introduce yourself and your company. You can do this by finding a way to relate to them or showing that you understand their needs. 

Mirror Clients’ Words and Phrases 

When writing a proposal cover letter, it’s essential to align your language with the client’s terminology to show that you understand their needs. Failing to do so might not only display a lack of alignment and agreement. 

Prioritize the Prospect 

A common mistake is making a proposal letter about yourself. Clients aren’t focused on your achievements or your professional journey. They want to understand how you’ll assist them in reaching their objectives. Therefore, the cover letter should focus on how you plan to help the client in reaching their objectives.

If you do want to mention special company achievements, make sure they are relevant to your client’s objectives and provide value. 

Get Straight to the Point

Keep it simple. Be clear and avoid any uncertainty. Being unclear can break trust quickly. So, gather all your information before writing, so you don’t sound unsure. Make sure what you write is accurate. You’re the expert. Write confidently and avoid wasting your client’s (or your) time by putting unnecessary information in your proposal cover letter. The goal is to have clients read to the conclusion and sign. 

Stand Out From the Competition

The proposal cover letter shows that you understand the client’s worries. It helps you be different from others and encourages clients to read your entire proposal. After reading the cover letter, they can then look at the more detailed parts.

Moreover, the proposal cover letter is your first chance to highlight your value proposition and what makes your offer unique compared to others. For the cover letter, you should focus on how you can distinguish yourself from competitors.  You don’t want to “sound” the same as the competition. 

RFP Cover Letter Mistakes to Avoid 

Now that we’ve seen what makes a cover letter good, let’s take a look at what makes a cover letter bad. Here are the proposal cover letter mistakes to avoid. 

Repeating the Executive Summary 

Avoid repeating content from the executive summary within your proposal cover letter. Each document — the executive summary, proposal, and cover letter — should be separate. Repetitive information can damage the impact of your message and possibly bore or discourage the reader. 

Not Utilizing the Right Software 

When creating RFP responses, you need to manage digital assets while keeping everything accurate and up to date. With the right software, like a DAM system , you can store and manage all your project images, videos, and other media in one place. This makes it easy to find and incorporate the most relevant and impressive visuals into your RFP to make it more compelling.

With a DAM, you can quickly search, access, and integrate assets from the software directly into your RFP documents. This means that with the right DAM integrations for your industry, you can create documents in seconds with pre-designed templates. 

Additionally, a DAM helps ensure that all images and media used are in line with your brand guidelines and accessed by the right people. 

TIP: Want to know more ways a digital asset management (DAM) system can help you create RFP responses and win more clients? Read our Ultimate DAM Guide now. 

Not Reading the RFP Multiple Times

Overlooking details is the first challenge in the RFP response process. The data presented by the client within the RFP serves to guide and inform your proposal. Hence, it’s crucial to carefully review the RFP multiple times to ensure all essential elements are seen and there is no critical information missing. 

Moreover, if you don’t follow the client’s RFP guidelines, they’ll most likely ignore your response, and all your effort will be lost to those who did thoroughly read the RFP.

Not Understanding the Client’s Needs 

This might seem like a general mistake, but it’s a big one. If you don’t understand what the client wants, your whole response won’t matter. For this reason, you need to read the RFP carefully to know what the client looking for. Don’t send a proposal that’s missing details or doesn’t match what they need. 

Making the Length Too Long 

Your cover letter should always be one page unless you’re dealing with a long proposal of 100+ pages. If you do end up with a longer cover letter, it might be because you are including too much detail. Instead of describing every detail of your proposal (save that for the executive summary), focus on the top three aspects that will catch the reader’s attention. This will leave the reader wanting to know more, encouraging them to read the entire proposal.  

Proposal Cover Letter Examples 

It’s time to take a look at good proposal cover letter examples to help you further understand what is expected. 

Construction Proposal Letter Example 

Here is a construction RFP response cover letter example that works: 

Source: Examples   

Architecture RFP Cover Page Example

Here is an architecture RFP cover page example that works: 

Source: Utley Strategies 

Engineering Cover Letter for a Proposal 

Here is an engineering cover letter example that works: 

Free Cover Letter for Proposal Template 

Below, you can download a FREE proposal cover letter template made for the AEC industry from OpenAsset partner and proposal writing guru, Rachelle Ray. Just enter your name and email for immediate access.

AEC Cover Letter Template

Responding to an RFP? The downloadable RFP cover letter sample has the structure you need for a proposal cover letter that wins more clients. 

How to Create Quality Proposal Cover Letters Every Time 

Creating quality proposal cover letters every time isn’t an easy task. However, as the #1 DAM for AEC and Real Estate, OpenAsset can help you find, share, and use the digital assets you need to create high-quality AEC proposals quickly and easily. 

With dozens of integrations and useful features, OpenAsset makes it easy to share and manage the heavy amounts of digital assets needed to create winning proposals . 

Get your free downloadable proposal cover letter template today. And if you’d like to learn more about our DAM technology, you can reach out to one of our digital asset experts today to schedule a demo . 

Get OpenAsset DAM Insights

How to Create Winning Proposals

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6 Examples: How to Write a Perfect Proposal Letter (Step-by-Step)

By Status.net Editorial Team on November 8, 2023 — 14 minutes to read

• Understanding Proposal Letters Part 1
• Structuring Your Proposal Letter Part 2
• Key Elements of a Proposal Letter Part 3
• Step-By-Step Guide to Writing a Proposal Letter Part 4
• How to Write a Business Proposal Letter (Example) Part 5
• How to Write a Job Proposal Letter (Example) Part 6
• How to Write an Academic Proposal Letter (Example) Part 7
• Successful Business Proposal Email Example Part 8
• Example of a Proposal Letter for a Marketing Project Part 9
• Effective Job Proposal Email Example Part 10

Part 1 Understanding Proposal Letters

A proposal letter is a written document sent to a potential client, employer, or partner, outlining your proposed idea, project, or plan. It aims to persuade the recipient to consider your proposal and take action on it.

To begin with, think of the end goal. Identify what you want to achieve with your proposal letter. This could be anything from securing a contract to obtaining funding for a project. Having a clear objective in mind helps you create a compelling document.

Next, research your target audience. Understand the recipient’s needs, preferences, and potential pain points. Tailor your letter to demonstrate how it addresses their specific requirements boosting your chances of success.

Now, let’s discuss the structure of a proposal letter. Generally, it follows a simple layout:

• Salutation : Start with a formal greeting, addressing the recipient by their full name or title.
• Introduction : Introduce the purpose of your letter, highlighting the central theme of your proposal.
• Body : Explain your proposal in detail, including benefits, costs, timeline, and any other vital information.
• Conclusion : Summarize the key points and request for a follow-up meeting or discussion.
• Closing : End with a courteous sign-off, such as “Sincerely” or “Best regards.”

Part 2 Structuring Your Proposal Letter

Starting with a strong introduction.

Begin your proposal letter with a friendly, professional tone that captures your reader’s attention. Introduce yourself and your organization, briefly explaining your background and experience. Connect with your reader by showing that you understand their needs and goals. Make sure you mention the purpose of your proposal and the solution you want to offer with confidence.

Proposing Your Idea

After laying the groundwork, dive into the details of your proposal. Explain what your solution or idea is and how it addresses the needs and goals mentioned earlier. Make sure to highlight the key benefits, focusing on what’s in it for your reader. Be specific and use facts, figures, and examples to support your claims. Keep your paragraphs organized and use bullet points or bold text to emphasize important information.

For example:

• Benefit 1: Reduction in production costs by 30%
• Benefit 2: Improved customer satisfaction
• Benefit 3: Streamlined workflow processes

This will help your reader easily understand and remember the main points of your proposal.

Ending with a Perfect Conclusion

End your proposal letter on a positive note, summarizing the main benefits and advantages of your idea. Reiterate your enthusiasm and commitment to providing the best solution possible. Offer your assistance in answering any questions or addressing concerns your reader might have. Finish with a call-to-action, such as setting up a meeting or signing a contract, and provide your contact information so they can easily get in touch with you.

Part 3 Key Elements of a Proposal Letter

Clear objective.

A successful proposal letter begins with a clear objective. When writing your letter, make sure to state the purpose of the proposal in a concise and straightforward manner. This helps the reader understand what you want to achieve and the solution you’re providing. Avoid using jargon or complex language, as it can be confusing and might lead the reader to misunderstand the core message.

Specific Details

Providing specific details is important to make your proposal letter more persuasive. This includes outlining the scope of work, timeframe, and estimated costs for the project. You should also highlight any unique aspects of your proposal that set it apart from competitors or alternative solutions.

For example, if you’re proposing a marketing campaign, you could outline the target audience, marketing channels you’ll use, content creation, and metrics for success. By providing specifics, you demonstrate that you’ve put thought into the project and have a well-planned approach, instilling confidence in the reader that you are the right choice.

Compelling Reasoning

Your proposal letter should include compelling reasoning for why the recipient should choose your solution. This can include:

• Demonstrating your expertise and experience in the field
• Explaining the benefits of your proposed solution
• Sharing success stories and testimonials from past clients or projects
• Outlining how your proposal aligns with the recipient’s goals and needs

For example, continuing with the marketing campaign proposal, you could discuss how your experience in handling similar projects has led to significant increases in sales and brand recognition for your clients. Also, you might explain how your approach aligns with the recipient’s target demographics or business objectives to strengthen your case.

Part 4 Step-By-Step Guide to Writing a Proposal Letter

• Start by addressing the recipient with their professional title and full name.
• In the first paragraph, state the purpose of your letter and summarize your proposal briefly. Make sure to highlight the key benefits of your proposal for the recipient or their organization.
• In the next few paragraphs, provide details about your proposed project or partnership, such as your objectives, timelines, and expected outcomes. Also, showcase your competence and experience by mentioning relevant achievements or past collaborations.
• When closing the letter, express gratitude for their time and consideration. Offer to provide further information or answer any questions they may have.
• Lastly, include your full name, title, contact information, and signature.

Choosing the Right Format

Make sure your letter is in the right format to make it look professional. You will typically use a business letter format, which includes:

• Your contact information
• The recipient’s contact information
• Subject line (optional)
• Body of the letter

[Contact Details]

Dear [Recipient’s Name],

Re: [Proposal subject]

[Body of the letter]

[Your Name]

Setting the Tone

Maintain a friendly yet professional tone throughout your proposal letter. Be polite and respectful, addressing the recipient by their full name, and using “please” and “thank you” when appropriate. Keep the language conversational but clear, so your reader can easily understand your proposal. Stay away from overly technical terms or jargon, unless it is necessary and you’re sure your recipient will understand it.

Drafting the Body

Begin by providing an overview of the problem or need your proposal is addressing. Clearly explain the issue and why it’s important to solve it. Next, describe your proposed solution in detail, outlining your plan and how it will benefit the recipient. Be specific and realistic in your description; for example, if you’re proposing a project with a timeline and budget, include concrete figures and dates.

Break down your proposal into smaller sections, using separate paragraphs or even bullet points if helpful. This makes it easier for your reader to follow your argument and understand the various aspects of your proposal. Here’s a quick outline of what you should cover in the body of your proposal letter:

• Problem/need introduction
• Proposed solution
• Benefits of the solution
• Timeline and budget (if applicable)
• Your qualifications (why you’re the right choice to carry out the proposal)
• A call to action (how they can take the next step)

Proofreading Carefully

Before sending your proposal letter, take the time to thoroughly proofread it for errors in grammar, spelling, and formatting. Ensuring that your letter is polished and error-free shows the recipient that you take your proposal seriously and are committed to quality in your work. If possible, ask a colleague or friend to review your letter as well since a fresh set of eyes can often catch errors that you might have missed.

Part 5 How to Write a Business Proposal Letter (Example)

When writing a business proposal letter, your goal is to present your ideas or services in a way that’s compelling and clear. Business proposal letters can be sent to potential clients, partners, or investors. Here are some tips for writing an effective business proposal letter:

• Start with a brief introduction of your company and its offerings.
• Highlight the benefits of your product or service, focusing on the value it will bring to the recipient.
• Be specific about costs, timelines, and any other relevant information.
• Use clear, concise language, and avoid using jargon or overly technical terms.
• Close the letter by mentioning next steps, such as arranging a meeting or following up with further information.

Subject: New Collaboration Opportunity with [Your Company Name] Dear [Recipient’s Name], I’m reaching out on behalf of [Your Company Name] to discuss an exciting opportunity for collaboration. Our team has developed an innovative marketing strategy that could greatly benefit your company by increasing your customer acquisition rate by 20% within the next six months. […] We look forward to the possibility of working together and will be in touch shortly to schedule a meeting to discuss further details.

Part 6 How to Write a Job Proposal Letter (Example)

Job proposal letters are typically written by job seekers looking to create their own position within a company or to highlight their unique skills and experience. These letters should be concise, persuasive, and tailored to the specific company and its needs. Here are some key points to include:

• Briefly mention your background and skills relevant to the position.
• Describe how your unique abilities can positively impact the organization.
• Offer specific examples of how you can contribute to the company’s goals and objectives.
• End with a call to action, offering to provide more information or meet to discuss the opportunity further.

Subject: Job Proposal for Social Media Manager at [Company] Dear [Recipient’s Name], As an experienced social media professional, I am excited by the opportunity to bring my skills and expertise to [Company]. Based on my research of your current online presence, I believe I can contribute to increasing your brand awareness and engagement through a tailored social media strategy. […] I would appreciate the opportunity to further discuss how my background and passion for social media can contribute to [Company]’s growth and success. Please feel free to contact me at your convenience.

Part 7 How to Write an Academic Proposal Letter (Example)

Academic proposal letters are typically written by students or researchers seeking funding or approval for a research project. These letters should be well-organized, clear, and focused on the proposed project’s objectives and potential benefits. Consider the following when working on your academic proposal letter:

• Introduce the main research question or hypothesis.
• Provide a brief overview of the project’s methodology and work plan.
• Describe the expected outcomes and significance of the research.
• Include information about the project’s potential impact on the field and broader society.

Subject: Research Proposal for Study on the Effects of Mindfulness-Based Interventions Dear [Recipient’s Name], I am writing to propose a research project investigating the effects of mindfulness-based interventions on individuals suffering from chronic stress. The primary aim of the study will be to determine the overall efficacy of these interventions in reducing stress levels and improving overall mental wellbeing.

[…] I am confident that the results of this research will contribute significantly to our understanding of the relationship between mindfulness and mental health.

Part 8 Successful Business Proposal Email Example

Imagine you own a marketing agency, and you’d like to help a local business grow their social media presence. Start by addressing the recipient’s pain points, such as limited engagement on their platforms. Then, briefly introduce your agency and express excitement about working together:

Subject: Boost Your Social Media Engagement with Our Expertise

We’ve noticed that your business has a strong online presence, but engagement on your social media channels seems to be underwhelming. Our team at [Your Agency’s Name] can help you turn this around and maximize your audience interaction.

With our tailored social media marketing strategies, we’ve helped numerous clients increase their online engagement by an average of 65%. Our approach focuses on:

– Identifying and targeting your ideal customers – Creating high-quality, engaging content – Enhancing brand image and authority

We would love to discuss this opportunity further and provide you with a detailed plan on how we can work together to elevate your social media presence.

Looking forward to hearing from you, [Your Full Name] [Your Agency’s Name] [Contact Details]

Part 9 Example of a Proposal Letter for a Marketing Project

I’m excited to present our idea for boosting sales at ABC Company through a targeted marketing campaign.

As we discussed in our previous meeting, the sales figures have plateaued over the past year. Our marketing team has analyzed the situation and developed a strategy to increase brand awareness and boost sales. The campaign will focus on social media, email marketing, and online advertisements.

By implementing this project, we expect the following results:

– Enhanced brand visibility – Increased customer engagement – A 20% rise in sales within six months

The total cost for the marketing campaign is $10,000. This includes creative design, copywriting, ad placements, and performance monitoring. We propose a six-month timeline for the project, starting in December.

I would be delighted to discuss the proposal in more detail or provide further information as needed. Please let me know your availability, and I’ll schedule a follow-up meeting at your convenience.

Thank you for considering our proposal. I look forward to working together on this exciting project.

Best regards, [Name]

Keep in mind that proposal letters vary in length and detail depending on the project’s size and complexity. Always customize your letter to fit the specific requirements and expectations of the recipient.

Part 10 Effective Job Proposal Email Example

Now, let’s say you’re a freelance graphic designer aiming to work with a company that recently launched a new product. Start by expressing your intentions and introduce your expertise. Showcase your experience and services offered related to their needs:

Subject: Elevate Your New Product Launch with Professional Graphic Design Services

Hello [Recipient’s Name],

I recently came across your new product launch, and I believe your marketing materials could benefit from some professional graphic design enhancements. As an experienced graphic designer, I’d like to offer my services to help elevate your visual presentation and attract more customers.

With over five years of experience in the industry, I can create compelling designs for:

– Product packaging – Promotional materials (e.g., brochures, banners, posters) – Social media graphics – Website elements

Please find my online portfolio attached, showcasing my diverse design styles and previous projects. I’m confident that my skills and expertise can significantly contribute to your product’s success in the market.

If you’re interested, kindly reach out to me to discuss further details and pricing.

Best regards, [Your Full Name] [Contact Details]

Frequently Asked Questions

1. what are the key components to include in a proposal letter.

A well-crafted proposal letter should include the following key components:

• Opening Statement: Start with a concise and informative introduction that grabs the reader’s attention.
• Background Information: Provide necessary context to help your reader understand the problem or opportunity.
• Proposed Solution: Outline your proposed solution, including your unique selling points or innovative approach.
• Timeline and Budget: Give a brief overview of the estimated project duration and budget required.
• Call to Action: End with a call to action, inviting the reader to take the next step, whether it’s to request more information, schedule a meeting, or approve the proposal.

2. Can you share some tips on making a proposal letter persuasive?

To make your proposal letter persuasive, consider these tips:

• Use clear and concise language to effectively communicate your ideas.
• Focus on the benefits that the reader will gain from your proposal, emphasizing the value you bring.
• Include specific examples, case studies, or testimonials to back up your claims.
• Address any potential objections or concerns the reader may have and provide appropriate solutions.

3. What’s the best way to structure a proposal letter for a research project?

A research proposal letter should generally include the following structure:

• Introduction: Provide a brief overview of your research topic and its significance.
• Background and Literature Review: Summarize relevant research and demonstrate your expertise in the field.
• Research Questions and Objectives: Clearly state your research questions and the expected outcomes.
• Methodology: Explain your research approach and the techniques you will use.
• Expected Results: Provide an idea of the anticipated results and their significance.
• Timeline and Budget: Outline the project timeline and the funding required.

4. How do I create an effective business proposal letter for a potential client?

To create an effective business proposal letter, follow these steps:

• Start with a strong opening that captures the client’s attention.
• Clearly state the problem or opportunity your proposal addresses.
• Present your proposed solution, focusing on its unique and beneficial aspects.
• Provide evidence of your expertise and past successes, such as case studies or testimonials.
• Detail any necessary resources, deliverables, and a realistic timeline.
• End with a compelling call to action, inviting the client to take the next step.

5. In what order should I present my ideas when writing a proposal letter step by step?

When writing your proposal letter, present your ideas in a logical order that flows well for the reader. A typical order could include:

• Opening Statement: Grab the reader’s attention and introduce your proposal.
• Background Information: Provide relevant context to help your audience understand the issue or opportunity.
• Proposed Solution: Detail your unique and compelling solution to the problem.
• Evidence and Support: Showcase your expertise, past successes, and any supporting data.
• Timeline and Budget: Give an overview of the project’s duration and required funding.
• Call to Action: Conclude with a strong call to action that encourages the reader to move forward.
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• Cover Letter vs. Letter of Interest vs. Letter of Intent
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Proposal Cover Letter

Creating a project proposal is a huge opportunity, but there’s no denying that it is also mind-boggling. Coming up with the idea isn’t the only thing you should do. There are still plenty of papers you need to process to complete the job, and a proposal cover letter is one of many. To avoid stressing out yourself even further, learn how to compose your cover letter in this article.

7+ Proposal Cover Letter Examples

1. business proposal cover letter.

2. Sample Request for Proposals Cover Letter

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3. Sample Grant Proposal Cover Letter

4. Qualifications Proposal Cover Letter

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5. Request for Proposal Cover Letter

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6. Printable Proposal Cover Letter

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7. Cover Letter for Request for Funding Proposals

Size: 86 KB

8. Proposal Covering Letter Example

What Is A Proposal Cover Letter?

A proposal cover letter is a one-page document that provides a brief introduction of your organization and the nature of your proposal. Some people don’t include a cover letter in their project proposals, but just like an executive summary , this document sets the mood of your paper. It is where you express that you understand their needs. On top of that, show them that you also have just the proposal to satisfy them.

How to Compose an Appealing Proposal Cover Letter

A proposal, similar to a resume , needs a cover letter. Your cover letter is where the prospects decide whether your proposal is worth reading on or not. There’s a famous saying about how first impressions last. That said, although this part is optional for some, it certainly impacts your whole proposal. 

1. Hook Them With Your Opening Sentence

Your prospects are busy people, so it is necessary to get straight to the point. Give them something that would leave them wanting more. Impress them and intensify their curiosity. Provide them a reason why reading your project proposal is the best choice of spending their time. Hook them and make sure they give their full attention to your cover letter.

2. Set The Vibe

Professionals often doubt the people who claim to have the answer that even they don’t. The main goal of your business proposal is to persuade your prospects and give them the confidence that you have a complete grasp of the situation. In setting the vibe, you need to engage them and make sure that they are treading the path you have set for them.

3.  Give Them a Teaser

This part is where you should show them that you have the solution to their problems. Don’t go into detail yet. Keep it short but specific. Once your clients start to feel that your project plan is substantial, they will naturally want to know everything that has to do with it. 

4.  End it With a Powerful Closing

It’s not over just yet. The last step in creating your cover letter is to devise a closing that would make the eyes of your client sparkle. Your closing sentence must encourage them to read every page of your proposal. Not only that, but you should also let them know that, by doing that, they’d get all the information and the answers they need. 

What is the structure of a proposal?

A proposal is a lengthy document that includes a lot of components. A complete proposal has a title page, table of contents, an abstract, need statement , objectives, project plan , evaluation, dissemination, personnel, types of equipment, budget , and an appendix. Incorporating all these essential elements in the format of your proposal will make it more organized.

What are the types of a proposal?

A solicited proposal is a proposal written in response to a request made by a sponsorship agency. When you submit one without the request for proposal , then the submission of the proposal is unsolicited. Other sponsors may call for a preproposal, which is a brief abstract of the proposal. There are also non-competing and competing proposals.

What is a technical proposal?

A technical proposal involves doing intensive research and providing reliable data and figures which can prove the effectiveness of the project or plan that you are proposing. This information is essential for the board of people involved in the decision-making process of whether to approve the said proposal or not.

In your proposal cover letter, you should successively hit the right spots at exactly the right time. One error can disrupt their engagement. That said, your proposal cover letter must be flawless. If done right, this one-page document can positively influence and decide the outcome of your whole business proposal .

Proposal Maker

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5 Simple Steps to Writing a Better Proposal Cover Letter

From getting the prospect’s attention to showing you have the right solution, your proposal’s cover letter has a big job to do. I’m breaking down 15 examples to show you how to create your most persuasive cover letter ever, one that makes prospects excited to read on and sign on the dotted line.

11 min. read

Proposal cover letters.

Does that phrase strike fear in your heart? Or at least give you some anxiety?

From job applications to business proposals, writing a good cover letter, executive summary, or some other introduction isn’t easy.

So, this post will give you an easy-to-follow five-step process to create a killer CUSTOMIZED cover letter for every proposal you send out.

A proposal cover letter is important. It’s your proposal’s first impression with your prospect. It sets the tone, for better or for worse. And writing it can sometimes provide clarity on what should or shouldn’t be included in your proposal.

It shouldn’t be something you slap together before moving on to the ‘meat’ of the proposal or a dull fill-in-the-blank exercise that ends up sounding more canned than Campbell’s.

No more chunky and clunky cover letters.

But, at the same time, you can’t spend hours upon hours crafting a bespoke one. You have a deal waiting on that proposal to get done.

So, what you need is a good writing formula.

I’m borrowing from the outline that my colleague Jennifer set out in her proposal executive summary post . She knows what’s up, having written dozens of cover letters/executive summaries during her time in the digital agency world.

If you’re looking for the why and when, plus some dos and don’ts, of writing one of these bad boys, be sure to check out her post.

Now, let’s dive into the who, what, where, and how here, including some examples.

Executive summary vs. cover letter

What do these phrases actually mean?

It’s tricky because the terms ‘executive summary’ and ‘cover letter’ are sometimes used interchangeably in the world of proposals.

I mean, I just used both in the intro to this very post.

Me taking a photo of the culprit.

You might also hear other terms, like overview or introduction, being tossed around for this piece of proposal writing. But rest assured we’re all talking about the same thing.

Technically, there is some nuance to how each of these sections function in a B2B proposal.

First, a proposal cover letter and an executive summary have some things in common:

• They should appear at the beginning of your proposal.
• They should be one page long, maximum.
• They should be prospect-focused.
• They should NOT be overly sales-y or pitchy.
• They should NOT be a detailed rehash of the entire proposal.
• They should get the recipient excited to read on.

Now, here’s where they differ.

What is a proposal cover letter?

A proposal cover letter:

• Is more conversational.
• Is formatted as a letter with salutation and sign-off.
• Doesn’t contain strategy or execution.
• Can be more persuasive (like how a cover letter for a job mentions why you’re the best person for it).

What is a proposal executive summary?

A proposal executive summary:

• May be formatted as a statement.
• Tells the story of how you provide solutions for your clients and the impact (evidence) of your solutions.
• Stays quite high-level.

Sometimes a prospect will specify that your proposal should include one or the other or both, like when you’re responding to an RFP . However, if there are no client specifications it’s up to you which one you include, how you write and structure it, and what you want to label that section in your proposal document.

Okay, now let’s get writing—with some examples to help you visualize the steps and tips.

How to write a cover letter for your proposal in 5 simple steps

One of the hardest aspects of writing a cover letter is including all the information you want to convey while keeping it as brief as possible and being compelling or even entertaining at the same time.

It’s okay. Here’s how to achieve all that in just five steps.

Step 1: Get their attention Step 2: Show you understand the challenge Step 3: Show you have the right solution Step 4: Show your work Step 5: Tell them what’s next

Step 1: Get their attention

“Snoozefest Co. is excited to submit this proposal to you.”

Are they though?

It reads more like this to a prospective client: “Snoozefest Co. is going through the motions in this proposal intro so we can cash your cheque.”

This is the very first thing the prospect will read in your business proposal! It needs to grab some attention.

Here are some examples of more impactful ways to open your cover letter.

Cover Letter Example 1 - Business consulting

Cover Letter Example 2 - Electrical

Cover Letter Example 3 - Public relations

Why these examples work

They put the focus on the client.

Congratulate them on a recent (relevant) company achievement. Show that you get what it’s like to be in their shoes . Offer up a fun fact or industry statistic that signals you’re already thinking about their market niche.

They build curiosity.

Segue your way to success. Each of these first paragraph examples creates build-up, curiosity, and excitement for what the prospect will read next and throughout the rest of the proposal. Ask a question. Don’t give away all the answers just yet. (what is the “light at the end of the tunnel”?)

They start to allude to the pain point.

You’ll go more in-depth into the challenges you’re solving in the next few paragraphs but it’s good to get it out there up top. It could be more explicit, like in example 1 (how to go from good to great when you’re already at capacity), or it could be more subtle, like how the specific mention of “heritage home” starts to set up the challenge in example 2.

Step 2: Show you understand the challenge

Sometimes when we write, we gloss over the pain point. It can be awkward to write about the challenges someone is facing in their professional life; you don’t want to suggest they don’t know what they’re doing or they’re not good at their job.

In a cover letter, though, it’s essential to dig into the ‘pain point’ they’re feeling in order to close the deal. Showing you understand the obstacles they’re facing is the best way to position your company as the only solution to their challenges. (See Step 3.)

But avoid any urge to make it about you. It can come off as “Look how smart I am!” Again, turn it back to the prospect. A good way to do this is to make sure you use the word ‘you’ more than ‘I’ or ‘we’ in this section.

Cover Letter Example 4 - Legal services

Cover Letter Example 5 - SaaS/Social

Cover Letter Example 6 - Insurance

Why these examples work:

They say what the prospect is likely thinking.

Show you understand all aspects of the prospect’s challenge by bringing up objections before they have a chance to, and then knock them down. Legal advice is too expensive and complicated? Not when you partner with us!

They’re complimentary.

Butter your prospect up a bit. They’re not experiencing these challenges that you understand so well because they’re bad at their jobs. No, maybe it’s just a resourcing issue! Like in Example 5, you can position your team as the experts who take challenging tasks off people’s plates.

They show off the benefits of doing business with an expert.

Give them peace of mind. You’ve done this before and this isn’t your first rodeo. You see and understand the full challenge so you can help clients avoid problems before they crop up.

Step 3: Show you have the right solution

Okay, NOW you can talk about yourself. With a few cautions:

• Keep it relevant. Your company’s Best Float win at the local parade is cool and all but now’s not the time.
• Keep it concise. It’s time to ‘elevator pitch’ your solution.
• And keep it upbeat without overhyping. You want your solution to sound attractive, but don’t write cheques with your cover letter that the rest of the proposal can’t cash.

Cover Letter Example 7 - Solar

Cover Letter Example 8 - Web design

Cover Letter Example 9 - PR

They keep things high-level

No need to outline the eight different ways you’ll test their website or every single PR tactic you’ll use. This isn’t a book report on your proposal.

They still stay specific.

“Public relations...creates and maintains your public image, and positions you as a leader in your industry” is better than “we make you look good”.

But notice that these examples don’t use jargon. If a jargon-y phrase is used, like responsive design, it’s immediately explained in a non-technical way. Stick to plain language like this, unless you cater to a highly-specialized specialized audience that will understand acronyms and look for that industry-insider lingo.

They show how you’re putting everything on the table.

Look at how these cover letters talk about the sales document they’re about to read over. For example, the proposal is not just a package; it’s a “comprehensive package”.

It’s the difference between presenting the proposal as ‘here’s some info’ and ‘we’re presenting you with all the details, including facts and figures’. Let the reader know that your proposal gives them everything they need to make an informed decision.

Step 4: Show your work

Time for a not-so-humble humblebrag .

Maybe it’s a team skill set you’re known for. Or some original research you’ve done that would resonate with this prospect.

You could showcase how your company is a power-player in your niche via previous work you’re especially proud of or awards you’ve received. Or give a quick preview of your proprietary process.

Basically, the information you include in this paragraph should provide an answer to the question on every prospect’s mind: why should they work with you ?

Cover Letter Example 10 - Exterior pressure washing

Cover Letter Example 11 - Content marketing

Cover Letter Example 12 - Construction

They give the references some ‘meat’.

If you’re talking about existing customers, don’t just name drop. Highlight some impressive outcomes you’ve achieved for them as well. For example, they didn’t just construct a building at NYU, it’s an award-winning building they built at NYU.

They cite the facts.

If there’s a specific accreditation that clients will need to know about (i.e.: are you licensed, bonded, board-approved, etc.?), now’s the time to mention it. Basically, anything that would differentiate you from competitors. In a market dominated by big national brands? Talk about how your business is family-run. Or vice-versa.

They go granular but don’t get into the nitty-gritty.

Again, be as specific as possible without going into too much detail.

Talking about “our process” is okay. But “Our four-step process” is an ideal amount of information for the purposes of this cover letter since you’re going to explain the steps later on in the proposal.

Step 5: Tell them what’s next

Your sales team wouldn’t end a sales call without discussing next steps. Your proposal cover letter is no different.

The closing is your chance to set expectations, either for the prospect or yourself. Don’t forget that you have to keep your end of the bargain. If your cover letter says you’ll follow up with them in a certain amount of time, for Pete Campbell’s sake, do it.

(Bonus: If you’re using proposal software, you’ll be notified when your prospect opens your proposal so you can perfectly time your follow up.)

Cover Letter Example 13 - Construction

Cover Letter Example 14 - Financial Services

Cover Letter Example 15 - Public Relations

They show how the vendor and the prospect together.

Why will this specific partnership work? You’ve talked about them, you’ve talked about yourself, now it’s time to talk about why you’ll go together like a square-hole colander and quinoa. (A square shape keeps the round grains from falling through while you’re rinsing it. Obviously.)

They ask for the sale.

You’ve refrained from selling throughout this cover letter. Now’s the time to ask for the close. Don’t shy away from presuming that you’ll be the winning proposal, that you “hope” they’ll pick you.

They talk about the next steps.

What literally happens next? Should they sign now? Will you be meeting to walk through the proposal before a signature is expected? Are you going to follow up with them? Let the reader know what’s expected of them and what they should expect from you.

A quick caveat before you rush off to write your proposal

There you have it. And now you just plug these pieces into your cover letter and copy these examples word for word and…

Not so fast.

The 15 example snippets above are all pulled from our proposal templates , all written by professional writers. Templates and samples like these are amazing starting points. But they aren’t the end-all, be-all.

Notice that all these samples are written in a slightly different voice? How you word your proposal if you’re in legal or financial services might be different than how you would write one in the marketing industry or the world of pressure washing.

And how YOU word your proposal should be consistent with your brand voice, including language, tone, and style . The information you include should speak to YOUR ideal customer. Remember, the cover letter is your proposal’s first opportunity to persuade your prospect that you’re the best choice to hire.

Conversions don’t come from canned, uncustomized content. Use these steps and examples as the catalyst for your own authentic version of a pitch-perfect cover letter for your proposal.

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All the data-driven secrets to crushing the closing stages of your sales process are right here.

Free Microsoft Word Project Proposal Templates: Simple to Advanced

By Kate Eby | July 6, 2023

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Project proposal templates help teams organize and detail their project proposals. We’ve collected the most useful project proposal templates for Microsoft Word, from basic to advanced, to help you gain the approval you need for your project.

Included on this page, you’ll find an advanced project proposal template , an easy-to-use simple project proposal template , a precise one-page project proposal template , and more. Plus, learn about the essential parts of a project proposal template .

Project Proposal Template for Microsoft Word

Download the Project Proposal Template for Microsoft Word

Use this advanced template to outline and present your project proposal with essential details for stakeholder buy-in and approval. This project proposal template includes a timeline table complete with an overview, as well as start and end date columns for each project milestone. It also provides space to address your project's cost structure in the overview section.

Present your proposal to secure stakeholder buy-in and approval with this collection of free project proposal templates for PowerPoint . Check out this collection of free project proposal templates for Google Docs to organize and draft your proposal. Organize and edit your proposal in a print-friendly, reliable format with these free Adobe PDF project proposal templates.

Simple Project Proposal Template for Microsoft Word

Download the Simple Project Proposal Template for Microsoft Word

Use this template to organize and detail your project proposal in a simplified format that stakeholders can easily access. This template lists the project name, location, start and end date estimates, and contact information. It also features sections to include the executive summary and background information, as well as project resources and budget details, to provide a simple yet complete proposal.

Pitch your IT project and its value to your organization with any of these free IT project proposal templates. To create a proposal for construction projects, check out this collection of free construction project proposal templates. Use this collection of project proposal examples as a guide to writing a successful project proposal.

One-Page Project Proposal Template for Microsoft Word

Download the Sample One-Page Project Proposal Template for Microsoft Word Download the Blank One-Page Project Proposal Template for Microsoft Word

Use this one-page template to organize and communicate your project proposal. The template layout helps you summarize the background, objectives, resources, budget, and other relevant project information on a single page. This template also includes a section that breaks down your project timeline into phases, tasks, milestones, and start and end dates. Download the sample template for an example of how to complete each section, or download the blank version to create your project proposal from scratch.

Check out this collection of free project proposal templates for various project types and template formats.

What Does a Project Proposal Template Include?

A project proposal describes what you hope to achieve with your project and how. The goal is to secure buy-in and approval on your project from stakeholders, clients, sponsors, and decision-makers. Though project types vary, all project proposals follow a similar structure.

A project proposal template typically includes the following sections:

• Executive Summary: Provide an overview of your project that aims to persuade stakeholders and sponsors to provide project approval. Present key points that the rest of your proposal will cover in detail. Ideally, an executive summary will be concise but effective enough that a sponsor might approve the proposal based on this section alone. 
• Background: In this section, outline your organization's history and the specific value and opportunities your project brings to the table. This section provides the necessary context for your project. 
• Objectives: Identify and list your project’s measurable goals, and articulate how they project support your organization's vision.  
• Methodology: This section should clearly define your approach, tasks, and deliverables, which are intended to achieve project objectives. Consider including a schedule with a timeline detailing project milestones and task deadlines.
• Resources: In this section, specify the personnel, equipment, software, and dedicated task time needed to successfully complete the project. 
• Budget: Provide an itemized breakdown of the project's estimated costs. Where necessary, offer brief explanations to justify certain costs. 
• Measurement and Reporting: Define how you will report progress and measure success for your project. Create a reliable schedule for project status updates. 
• Risks: List any potential risks involved with your project. Document risk probability, impact, and mitigation strategies should they occur.

Why Should You Use a Project Proposal Template?

A project proposal template presents your proposal in a structured and professional manner. By offering a ready-to-use format, it streamlines the proposal writing process, saving time and enabling you to concentrate on the finer details. 

Reusable across multiple projects, project proposal templates not only ensure consistent communication with your team and stakeholders, they also effectively persuade decision-makers and potential clients of the value of new projects.

How to Write a Project Proposal

The first step in writing a project proposal is identifying the problem your project addresses. Next, document the project background and present your solution. List your project deliverables and the resources needed to produce them.  Follow these steps to write a persuasive project proposal:

• Identify the problem: Define the problem your project will solve.
• Present the project background: Present data to show the value of solving the problem. Explain how it impacts your organization.
• Offer the solution: Explain why your project is the best option to solve the problem. Detail how it solves the problem and aligns with your organization's goals.
• List the project deliverables: Define what your project will produce and when.
• Identify the project resources: List the personnel, technology, and equipment your team needs to complete the project successfully. 
• Complete a project proposal template: Fill out a well-structured project proposal template to clearly articulate and organize all essential aspects of your project.

Tips for Using a Project Proposal Template

A project proposal template helps you define your project's value and document why it is needed. Use a template to present your proposal and encourage stakeholder buy-in and decision-maker approval.

These tips will help you use a Microsoft Word project proposal template:

• Conduct detailed research: Gather data to support your project's objectives and value. Analyze previous projects to apply what you learned.
• Address the problem your project solves: Detail why your project is necessary by describing the problem that it addresses. Your proposal must show a solution in measurable deliverables.
• Write a first-rate executive summary: The executive summary is the first thing clients and decision-makers will read. Sometimes, it is the only thing they read, so it is important to write clearly and concisely to persuade them.

The Advantages of Using Smartsheet for a Project Proposal

Smartsheet makes it easier than ever to create a project proposal that will impress your stakeholders. With Smartsheet, you can effectively lay out proposal information, include links to additional research, and upload project documentation directly to the sheet.

• Customizable Layout: Use Smartsheet to lay out your project proposal in whichever order works best for you, then create a personalized template to use over and over again. 
• Attach Documentation: Attach outside documents to any row of your sheet to provide more information about your proposal as needed or link to other websites and documents as needed.
• Include Data: Easily configure cells to show additional data from documents or reports within Smartsheet to contextualize your proposal and add more detailed information without increasing visual noise.
• Real-Time Updates: Any updates you make to your proposal can be viewed in real time from anywhere by anyone who has access, ensuring that they will always have the most up-to-date information available.

From simple task management and project planning to complex resource and portfolio management, Smartsheet helps you improve collaboration and increase work velocity -- empowering you to get more done. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed.

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.

Discover a better way to streamline workflows and eliminate silos for good.

• Sample Letters

FREE 9+ Sample Business Proposal Cover Letter Templates in PDF | MS Word

Business proposal cover letter samples are used for making absolutely great business proposal concepts which are presentable. A cover letter is always written to introduce a concept, some information, a candidature or a project. Hence this cover letter format also has the same motto, and that is to introduce the business to the clients. Hence the proposal details are written in a gist into the letter, and you are suggested to this exact style in the most professional approach here through the various samples of business cover letters

Business Proposal Cover Letter

31+ sample business proposal letters, 28+ business proposal letters in doc, business proposal cover letter template.

• Google Docs

Business Funding Proposal Cover Letter Template

Sample Business Partnership Proposal Cover Letter Template

Size: 17 KB

If you are to propose an sample invitation of business partnership to an individual or a board, then this is the format which you should use. This cover letter sample contains the exact style of proposing a business partnership. Use this to get your ideas clear on to the paper with details of partnership clauses and business in a precise way.

Business Loan Proposal Cover Letter Template

Size: 86 KB

The business loan proposal cover letter is another interesting format, where you actually propose to get a business loan. This format again contains a business loan application format fused with the cover letter style that gives an inception of why you need the loan and how you are going to return it and the total concept in a nutshell.You may also see business plan cover letters .

Business Project Proposal Cover Letter Example

Size: 282 KB

The business project proposal cover letter format is another style where you propose the business proposal simply, but in a, to the point and precise way to simply introduce the concept through the cover letter. The official and business style approach which makes it catchy, attention seeking and yet smart and formal is suggested here in the cover letter format.You may also see business cover letter

What are Business Proposal Cover Letter Samples?

The business proposal cover letters are simply cover letters which carry an introduction to the business proposal. A business proposal that needs to be proposed should contain business type, details, sample plan , project time, manpower, resources, business style, and the requirements, revenue generation plan etc. All these combined together makes for the business proposal cover letter, and there can be various styles of business proposal cover letters with various concepts and uses. The official style, business way of approach, and the formal layout all are suggested in the samples so that one may get inspired to write a nice business proposal cover letter easily. You may also see generic cover letter

Business Proposal Submission Cover Letter Template

Size: 548 KB

Size: 25 KB

Sample Business Partner Email Cover Letter Template

Size: 58 KB

Uses and Purpose of Business Proposal Cover Letters

The uses of business proposal cover letters are many and they are as follows:

1. It helps you propose a business.

2. It lets you tell the plans in a precise and to the point way.You may also see  business proposal letters to client

3. It has a typical official approach blended with the business seeking catchy style.

4. You may use the format to write several kinds of business related cover letters which can be for a new business, partnership proposals, loans, agreements, contracts etc.You may also see proposal letter formats .

The business cover letter samples have just one purpose and that is to show the layman the style in practice to propose a business or business related information in a cover letter style.You may also see  business plan cover letter

Formal Business Proposal Cover Letter Template

Benefits of using Business Proposal Cover Letter Samples

A project proposal sample, plan or sample application should be accompanied with a cover letter which describes in short and yet nicely, what it is about, and this style is very well interpreted through the samples. The benefit of a cover letter in any business proposal is that, before reading the entire proposal by taking time, the reader is intimidated of the purpose of the proposal in short, through the cover letter. So basically the cover letter just introduces the proposal plan in short and in the most interesting and official way to make the plan proposal, even more inviting to the reader.You may also see  email cover letter samples

To start sample planning a business plan or proposal sending or presentation in the most effective manner, it’s best to plan a neat and smart Business Cover Letter Format. The cover letter must be short and yet interesting to give a nice idea of what to anticipate from the business proposal letter or application.You may also see  lease proposal letters

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MS Word Cover Page Templates

Download, personalize & print, proposal cover pages.

Posted By: admin 23/04/2019

A cover page, also referred to as the title page, is the first page of a document that introduces the document to the reader. It has basic information regarding the content of the document and may become a source of interest for the reader.

A proposal is a document that is prepared to be presented to a client to convince them to sign the deal. The cover page of a proposal holds great significance; where the proposal serves as a marketing tool for the company, the cover page, if attractive enough, can make a client interested in knowing about the proposal details and the information contained in the proposal report.

When the proposal is being prepared, enough attention should be given to its cover page, as it is usually the first thing that is glanced at by the client and may or may not convince the client about the worth of the proposal. Some of the considerations are:

• The proposal cover page should be formal and professional and should match the image of the company.
• If any colors, pictures, or different fonts are being used, they should be attractive and catchy but should not be a mismatch to the company’s image or the proposal’s purpose.
• The proposal cover page should have the required information while avoiding information overload.
• A proposal cover page needs to include the information that is required by the company as well as the client.
• The added information on the cover page needs to be synchronized with the type, purpose, and scope of the proposal.

Although the information that is included on a proposal cover page is dependent on many factors, such as company requirements, client needs, the purpose and type of the proposal, etc., the information that is generally included on all the proposal cover pages is:

• Company name
• Company logo and slogan/tagline
• Any other picture, if wanted
• Company address
• Company’s contact details and/or website
• Proposal title
• A few points about experience, skills, or competitive edge of the company
• Client name and details
• Submission date
• A concise summary of the report

There are many templates available on this website as well as in programs, such as Microsoft Word, for designing the proposal cover pages. These templates can easily be customized and modified as per the requirements. At the same time, some companies prefer designing their proposal cover pages rather than opting for a template design. Where using the templates can save time and effort, designing from scratch may create a distinct cover page and one of its sort.

Irrespective of the option opted for by the company preparing the proposal, the template, or design from scratch, if the proposal cover page serves its purpose, which is to generate the interest of the client toward the proposal details and the complete report, it means that the cover page has been designed appropriately.

See the list below of many proposal templates designed by our team.

Proposal File in Word: 4 MB

Proposal File in Word: 8 MB

Proposal File in Word: 2 MB

Proposal File in Word: 3 MB

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How to Create a Compelling Cover Letter in Microsoft Word

E very time you apply for a job, it's a good idea to include a cover letter. Deciding how to write each one is hard, but at least you don’t have to start from scratch with their design.

Microsoft Word offers templates and welcomes third-party designs to help you create compelling cover letters. Here’s how to use such options in Word and make the best first impression possible to potential employers.

Use Microsoft Word’s Cover Letter Templates

Formal letters don’t have to be bland. Go to File > More templates on Word, and type “cover letter” in the search box. You’ll find several stylish designs that add structure and color to your document.

What reflects you better, a subtle or sharp color scheme? If you’re considering a bold header for your professional details, learn how to design letterheads on Word , too. You can even add your portrait to your cover letter.

Microsoft Word’s built-in templates also include fields for you to fill in with your information and that of your potential employer. They guide you in these small ways, some even providing a sample for your letter’s main body. It’s a good idea to rephrase that, though, to fit each job application.

If you don’t like any of the options on Word’s desktop app, explore more Microsoft cover letter templates online and download your favorites from there.

Use Third-Party Templates in Microsoft Word

You can create cover letters for your dream job on platforms besides Microsoft. If you’d rather stick with it, you’ll even come across third-party templates specifically designed for you to download and customize on Word. Here are some examples.

1. ResumeLab

Explore over 50 cover letter templates, ranging from minimalist to eye-catching designs. Keep in mind that a few of them are meant to be created on ResumeLab. The rest you can bring onto Word by clicking their Download it free here link.

You’ll be redirected to websites like Good Resume and Resume Genius , which help you quickly download your documents. Then, all you have to do is open them in Microsoft Word.

You’ll also notice that some cover letters on ResumeLab are edited versions of Word’s built-in templates, but this just adds to your selection and gives you more ideas.

2. Template.net

This is a popular site for templates of all kinds, including cover letters. For some designs, you pay a small fee, but Template.net has an impressive range of free options, too. What’s more, the download process is very easy.

Just browse its collection, click on a design you like, and select the Word button under Download Free Template . In the next window, hit Free Download . If you’re not signed in already, you’ll be asked to as the final step.

Follow Best Practices for Cover Letters

Familiarize yourself with the dos and don’ts of writing a cover letter . Remember these guidelines when selecting and customizing a template or crafting a cover letter from scratch. They boil down to the following rules.

1. Research Potential Employers

Do your research before writing or designing your cover letter. Get to know each company and even the recruiter you’re addressing. It’s the same strategy as tailoring your resume for different job types .

2. Tailor Your Cover Letter

When showcasing your skills and interest in a position, use your research to tailor your letter so that it grabs the recruiter’s attention and impresses them. Be smart, enthusiastic, and concise with your words.

3. Use Your Blank Space Wisely

Aim to limit your cover letter to one page. Any more than that, and you risk losing the recruiter’s interest. Think about what you need to say, including important and relevant details not covered in your resume. Express these things as succinctly as possible.

4. Your Visuals Should Complement and Not Overwhelm the Letter

Add a bit of color and texture, going for a subtle effect. You could even use some small icons, as long as they’re tasteful and discreet. Whatever you choose, keep these visuals on the letter’s edges, and don’t let them dominate the text.

5. Master Word’s Features That Benefit Cover Letters

For example, you can create your cover letter more efficiently by setting the text’s boundaries from the get-go. To do this, go to Layout > Margins . From the same toolbar, you can adjust paragraph spacing and indentation.

Through Insert > Pictures , you can import an image of your signature and place it at the end of the letter. Your header and footer can be customized from here, too.

Even the Mailing toolbar might be of interest. It can help streamline the process of writing and sending letters, as well as keeping track of recipients.

Good Planning and Wording Make the Best Cover Letters

Between Microsoft and other providers, you have access to a wide selection of templates for simple but attractive cover letters that you can personalize on Word. The app itself is full of useful writing and editing tools.

With this leg up, designing a cover letter for every occasion is easier. Sound research and planning in terms of how to approach each application can help polish the letter even more.

How Do You Structure A Proposal Cover Page

Your proposal cover page may seem trivial compared to the content itself, but it holds more sway than many give it credit for. After all, it's the visual embodiment of that crucial first handshake and (to pinch that old guidance counselor mantra) “you don’t get a second shot at a first impression.”

Through this post, we'll unpack the secrets to structuring a winning cover page. One that communicates your professionalism and attention to detail from the get-go, setting the stage perfectly for the winning proposal to follow.

Key takeaways

• A proposal cover page is crucial for making a strong first impression and should communicate essential details about the proposal.
• A strong cover page should be clear, concise, and reflect the brand's values, with a touch of creativity and personalization.
• The structure of a cover page should start with the basics, incorporate branding, add a creative touch, personalize where possible, and guide with a call-to-action.
• The cover page should be clean, uncluttered, high-quality, and reflect the client's style to create a sense of alignment.
• Proposal software can provide templates and examples to create a compelling entry point for proposals.

Why is your proposal cover page important?

Walking into a bookstore, what's the first thing that grabs your attention? The cover of a book, right? The visual impact of its design and composition. It prompts you to pick it up, flip it over, and read the back. Now, apply that same logic to your proposal. In the sea of documents your client wades through, your cover page is your book cover. It's your chance to stand out, to say, "Hey, I'm different. Take a closer look."

No matter how brilliant the content, a lackluster cover sheet might mean it never gets the attention it deserves. In contrast, a compelling cover signals to your client that what lies within is worth their time, establishing a connection before a word is read.

But it's not just about aesthetics. Your cover page is a prime real estate to communicate essential details: who you are , what you're proposing , and why your solution stands out .

So, as we discuss the elements of a strong cover page, remember that you're not just creating a cover; you're crafting an invitation, the irresistible impetus for your client to read on.

4 Essential features of a strong cover page

A strong cover page tells your prospective clients that you've got what it takes even before they dive into the specifics- it signifies your professionalism and attention to detail.

1. Clarity and concision

Your proposal title, company name, and date should be visible at a glance. This isn't the place for mystery; clarity reigns supreme. A succinct cover page says, "We respect your time, and we know what we're about." Remember, you'll go deeper into your messaging in your cover letter (and the rest of the proposal) so less really is more here.

2. Branding that speaks volumes

Your cover title page design is a prime opportunity to make your brand shine. It should be sleek, professional, and memorable. Whether through the strategic use of colors, your logo, or typography, every element should tie together to reflect your brand's values. Be careful not to go overboard on the ‘memorable’ though- it doesn’t take much of a misstep before you’re straying into garish (or trying too hard) territory…

3. A touch of creativity

While professionalism is key, adding a creative touch can set you apart from the sea of generic proposals. Maybe it's a unique layout, a surprising splash of color, or an imaginative use of visuals that relate to the client's industry or the project. This creative flair should say, "We're thinkers and innovators ready to bring fresh ideas to the table." A little creativity goes a long way here.

4. Personalization for the win

Personalizing your cover page to the client or the project shows you're not just recycling the same proposal for every pitch. It's like receiving a handwritten note in a world of emails; it makes the recipient sit up and take notice.

How to write and structure your proposal cover page

Writing your sales proposal cover page is about weaving together the elements we've discussed into a coherent and engaging introduction. Here's how to do it, step by step.

Step 1: Start with the basics

Before diving into the creative deep end, ensure the basics are in place. Your company name, the submission date, the title of the proposal, and your contact information should be front and center. These are your anchor points; everything else revolves around them. Think of this step as laying the foundation of a house. Without a strong foundation, it doesn't matter how beautiful the building is—it won't stand firm. Ensure these elements are clearly visible and positioned logically on the page.

Step 2: Incorporate your branding

Once the basics are down, it's time to dress up your cover page in your brand's colors, fonts, and style. Like choosing the right tie for your suit, it's about finding the balance that says professional yet distinctive. Consistency is key. Your proposal should feel like an extension of your brand identity, offering a seamless experience from cover to cover.

Step 3: Add your creative touch

With the foundation set and your branding in place, you can now afford to be playful! Add the creative element that makes your cover page stand out. However, this creativity should never come at the expense of readability or professionalism. It's like adding a pop of color to a professional outfit—it should enhance, not distract. Coming up with the perfect title or choosing a compelling image may be all you really need here.

Step 4: Personalize where possible

Personalization makes your proposal feel tailored and deliberate. Mention the client's name or include a nod to their brand in your design. This step shows the client that this proposal is crafted just for them. It shows effort, attention to detail, and, most importantly, that you value the relationship.

Step 5: Guide with a call-to-action

Lastly, consider including a subtle call-to-action. This could be as simple as "Looking forward to discussing this further" or a note about the proposal's validity period. It's your first invitation to engage, a gentle nudge to the client that there's more to come and you're eager for the next step. If you're responding to an RFP with a very strict process, this step may not be relevant to you. It's not worth being disqualified because you added page components that are not allowed.

Proposal title page and cover page tips

So, you've nailed the structure of your proposal cover page. Now, let's add some final touches to elevate and differentiate it. Here are a few tips that will help you create that killer cover page.

Tip 1: Keep it clean and uncluttered

A clean, uncluttered cover page isn't just aesthetically pleasing; it's also more effective. It's like walking into a well-organized room—everything feels just right, and you instantly know where to look. Use whitespace to your advantage, allowing each element at the start of your proposal document to breathe. This approach not only enhances readability but also communicates a sense of professionalism and attention to detail.

Tip 2: Quality matters

From the paper you use for a printed proposal to the resolution of images on a digital asset, quality should never be compromised. A high-quality cover page sends a message that you care about the presentation and, by extension, the project and the client. Ensure your images are high-resolution and your text is crisp and clear. These small details can leave a big impression.

Tip 3: Reflect your client's style

While your proposal should authentically represent your brand, incorporating elements of your client's brand style can create a powerful sense of alignment. This could mean using colors that reflect their brand palette or a style that resonates with their corporate identity. But remember, this should complement, not overshadow your branding. It's about finding the perfect balance that respects both identities.

5 Proposal cover page examples

Qwilr’s proposal software includes a rich library of templates , showcasing how design and content can harmonize to create a compelling entry point for your proposals.

Explore these examples further as the basis (or inspiration) for your next game-changing proposal….

SaaS proposal cover page

This SaaS proposal cover page uses a minimalist layout accented with tech-inspired imagery, immediately communicates a sense of modernity and innovation. It's not just a cover page; it's an invitation to embark on a journey of discovery and advancement.

Graphic design proposal cover page

For a graphic design proposal , the cover page is a canvas, a place to showcase creativity and flair. It can be tempting to take a big swing and end up with something cluttered or polarising. This example doesn’t try to beat the door down, instead leaning toward sleek, professional, and understated.

Consulting firm proposal cover page

Elegance and professionalism are the hallmarks of this consulting firm proposal cover page. With a clean, structured layout and a color scheme that speaks to reliability and trust, this cover page conveys a sense of expertise and authority. A subtle use of geometric patterns adds depth without detracting from the overall simplicity.

Nonprofit organization proposal cover page

This cover page for a nonprofit organization proposal combines heart and professionalism. Using imagery to tell the story. It evokes emotion and compassion, coupled with a clear, impactful message. The cover page immediately connects with the reader on a human level, with a design that is simple and direct.

Video production proposal cover page

This video production proposal cover page toes the line between professional and playful. Like the graphic design cover page, it is an opportunity to showcase your brand's creativity in a subtle yet emphatic fashion.

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Final Thoughts

We’re hardwired to make quick judgments, and your cover page is where your prospective clients will form theirs. So don’t go in with a wet, limp handshake. Use Qwilr to ensure your first impression is a lasting one. It's easy to get started. You can sign up for a 14-day free trial to start designing your proposal cover page now. Or, book a demo for a bit more support and personalized guidance.

About the author

Marissa Taffer | Founder & President of M. Taffer Consulting

Marissa Taffer is the Founder & President of M. Taffer Consulting. She brings over 15 years of sales and marketing experience across various industries to a broad range of clients.

Frequently asked questions

Do proposals need a title page.

Absolutely, they do! It's not just a formality; it sets the stage for everything that follows. A well-designed title page primes your clients, letting them know they're about to delve into something crafted with care and consideration.

How often should I update my proposal templates?

Refreshing your proposal templates regularly—say, once a year or whenever there's a significant change in your branding or offerings—keeps your proposals fresh and aligned with your current brand identity and value proposition. It shows your clients you're evolving and paying attention to the details.

Can the business proposal cover page include testimonials?

Incorporating a testimonial on your cover page can be a good power move. It's like starting a conversation with a strong endorsement from someone already in your corner. However, keep it succinct and relevant. A short, impactful quote from a satisfied client sets a positive tone and builds credibility right from the start.

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What are microsoft word macros.

Learn everything about Word macros and fly through your repetitive tasks

Although Microsoft 365 apps have been available for years, users are still unfamiliar with some of their useful functions. Macros are one feature that stays under the radar but is handy for performing repetitive tasks and processes. If you are unfamiliar with Word macros, we cover everything about Word macros and offer step-by-step instructions for recording and using them in your documents.

Microsoft has Word apps for the desktop, web, iPhone, and Android . You can record and use macros only on the Windows and Mac apps. We use Microsoft Word for Windows in the screenshots below.

How to use Microsoft 365 (Office) on a Chromebook

Microsoft word macros defined.

A macro is a series of actions and commands you store and run when you execute a complex task. If you want to use a series of actions in your Word document repeatedly, record a macro for the sequence and save it for the existing or all documents.

Macros are handy when performing several tasks, such as formatting text, adding pre-formatted tables, inserting content, and more within a document. A macro is a one-click magic that has the program complete tasks for you.

How do macros work in Word?

Word macros use Visual Basic for Applications (VBA) language to record a script. You don't need to learn a programming language to create macros. The built-in macro recorder tool does the heavy lifting in the background and does the job without making you write a single code.

All you do is start the macro recorder, perform a series of actions with your mouse and keyboard, and stop recording to save the sequence. The system generates the VBA code for the macro automatically.

You can assign a key combination or button to your newly recorded macro and run it anytime. You can pin a macro to the Word toolbar and run it with a single click.

Why should you use macros in Microsoft Word?

Before we check Word macros in action, let's review the top reasons for integrating them into your workflow.

Uniform document formatting

Macros standardize formatting across your documents. Whether you create a business proposal, client letter, or invoice, apply a predefined set of headers, footers, or a company logo and use macros to ensure a standard and professional look across documents.

Automate repetitive tasks

Do you often use a specific formatting style or insert the same media files in your documents? Record a macro in Word and automate the process with a single click.

Run complex calculations

Macros can run calculations, analyze data, and create reports based on your document content.

Where can I access macros in Word?

There are several ways to access macros in Microsoft Word. You can check it from the View menu or the Developer settings. Slide to the View menu and find the Macros option.

If you don't see Macros under the View menu, follow the steps below.

• Select Customize Ribbon and go to Main Tabs under the Customize the Ribbon menu.

Record macros in Microsoft Word

Now that you know how Word macros work, let's record one using the steps below.

• Access the Macros option in your Word documents (refer to steps in the section above).
• Give it a relevant name. Add a description to reflect the purpose of the macro.
• Store the macro in all documents or limit it to the current document.
• Select Add to slide it over the right window. Assign a new icon to the macro if you want.
• If you assign a keyboard shortcut, assign a keyboard sequence from the following menu. Select Press new shortcut key and press your preferred key combination. Word notifies you if an added key combination is being used.
• Perform actions such as typing, formatting text, inserting media, adding tables, and other actions you want to record and automate.
• Click Macros at the top and select Stop Recording .

Complete your Microsoft Word setup

If you are tired of going through the same routine in Word documents, create a macro to simplify your workflow. Apart from macros, explore the best Microsoft Word templates to get a jump-start on drafting a document. What are you waiting for? Create several Word macros and use them to save time and boost productivity. Also, consider the security risks if you plan to import macros from untrusted sources.

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Proposal Letter Template in Word

" Looking For An Alternative Way In Writing Your Letter Proposal? Template.net Is Offering Free Formal Letters For Your Business, Marriage, Project, Bid, And Other Grant Proposal. To Achieve A Well-made Format, Download Your Chosen Templates in Microsoft Word. And Using Some Of Our PDF Templates Is Also Possible For You. "

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Whether it is a project, event, corporate, travel, financial, or other types of a proposal, they meet in the same goal—to convince your reader to approve your plan. To achieve this, you need a high-quality, 100% customizable, and professionally-written Proposal Letter Template. Well, look no more as we got it for you! Here at template.net, we offer a wide variety of Proposal Letter Templates that you can edit, format, and save in all Microsoft Word versions. Our templates are crafted with original content so you can save time and effort in making one from scratch. We have every Proposal Letter Templates you want, such as investment proposal letter, proposal letter for positions, proposal letter for wedding, and more. What more can you ask for? Download our templates now!  

How To Create Proposal Letters in Microsoft Word?

Usually, a proposal letter is a type of letter of intent that is written by an individual or group to propose a specific product or service, whether it will be profit or nonprofit. You may write a proposal letter for various reasons—education, report, request for a student visa, and more. Instances, there are formats and arguments you need to include. This article will reveal these essential and other factors you need to add in writing proposal letters.

1. Format Your Letter

Apart from a request letter , your proposal letter must follow the right format. Your header must have your address (as a sender), current date, recipient's address together with the salutation as your letter's introduction. For the body of your message, whatever type of proposal you want to write, the body format is still the same. Single-space in each line, justify the left part of each paragraph, leave a space in every paragraph, and do not indent the first line of your paragraph. To end in a good note, use an appropriate closing with your signature affixed. 

2. Or Download Proposal Letter Templates

This article wanted to help you significantly, and so we offer quickly editable proposal letter templates that you can download and use. Available in any version of Microsoft Word, our templates are 100% customizable and professionally-written with its original content. We also offer other letter templates you need, such as cover letter , sponsorship letter , resignation letter, and many more. With the help of our templates, you can successfully make your proposal letter.

3. Write Your Content

The content of your proposal must be complete. For the first paragraph of your proposal , introduce yourself or your organization. Your recipient might not know you, so make yourself remarkable. Next, explain why your proposal needs to be granted and why is it essential. Another paragraph of your letter is for the setting, timeline and when will it be applicable. You also need to mention the cost of the project and the amount you are requesting. If there are required additional information, you need to include them as enclosures.

4. Review Your Work

A proposal letter is an official document , and so it must comply with the protocols. If your target company or organization has a list of regulations that you need to comply with, review your work. Make sure that you showcase to your letter that you met those. The company will likely give attention to your letter if you show to them that you are obedient to their conditions.

5. Print Your Proposal

One of the most crucial parts of all of these is the production of your proposal letter. It must be flawless to achieve a perfect proposal letter. Unlike other letters, your proposal letter must be tidy and concise. Produce your work by printing it in any legal size such as A4 & US size with a full bleed print. Afterward, send it to your desired company or organization with a simple envelope to go with it.

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