cover letter format project proposal

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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How to Write a Winning Proposal Cover Letter (Plus 5 Real Examples)

First impressions are important—especially in the world of proposals.

That’s why writing a good cover letter is an essential step towards winning a bid. In the request for proposal (RFP) process, this single-page letter marks your first opportunity to grab a prospect’s attention and make it clear that your company is uniquely positioned to solve their problem. So if you’re currently using boilerplate copy… Stop. Immediately .

In this blog, you’ll learn how to write custom proposal cover letters that grab a prospect’s attention and increase your chances of winning RFP responses . Plus, five examples of real proposal cover letters from industry pros.

In this article, you’ll learn: 

What is a Proposal Cover Letter?

• What to Include in a Proposal Cover Letter
• How to Write a Proposal Cover Letter
• 5 Real Proposal Cover Letter Examples ⭐

Next Steps: Build Quality Proposals Faster

A proposal cover letter is a single-page document used to pitch your business offerings to a potential client. In it, the customer can tell whether you’re genuinely engaged and have done your research—or if you’ve simply copy and pasted generic language from past business proposals.

It’s also your first opportunity to convince a client to why they should continue reading your proposal. Considering the average team spends 32 hours writing a single RFP response , it’s critical that your proposal cover letter makes a good impression.

“This is the most important five paragraphs one can write as it’s the only part everyone will read. You must knock it out of the park or you’ll lose.”

What Should You Include in a Proposal Cover Letter?

Like any good cover letter, your proposal should open with a unique offer or positioning. It’s important to establish early on why your team is best suited to solve a client’s problem.

A strong proposal cover letter includes:

• A greeting : Introduce your company and what you do.
• Clear summary: Describe your value propositions at a high-level. Be sure to connect these points to your client’s needs. ( Also known as an executive summary. )
• Personalized offer: Explain to the client what you can uniquely provide to solve their problem.
• Relevant references: Help the prospect understand why they should choose you over competitors.
• Visuals: If you have a designer on your team, include visuals that help emphasize the most important content on this page. For example, use callout boxes to make value propositions stand out for busy procurement teams who are skimming the page.

From the offer you present, to the visuals you include, the details in your proposal cover letter should be all about the client. The goal is to show how your company shines before they even get into the details of your proposal. Demonstrate the qualities that you bring to this potential customer by starting out your relationship on the right foot.

Jon Williams, Managing Director of Strategic Proposals , shares the key points you should concisely hit to be successful.

“Thank the customer, show enthusiasm, demonstrate senior sponsorship, briefly introduce win themes–and then shut up and leave the rest to a brilliant exec summary!”

How to Write a Winning Proposal Cover Letter

From reading the RFP thoroughly, to outlining a clear offer, there are six critical steps that seasoned proposal professionals recommend you take to craft a quality cover letter. ( Psst…you can fast-track these steps by using AI for proposal writing . )

Step 1: Read the RFP Cover to Cover

This step seems obvious, but it’s surprising how many teams skip it. You must read the RFP thoroughly, from cover to cover, before beginning your letter.

While reading, take note of any recurring themes from your prospect. Perhaps they focus on quality of design and ease of use. Or maybe they emphasize needing certain functionalities or features—whatever the case, Kori Warriner of KCI Technologies recommends you consider the following questions as you read through the request for proposal:

Questions to consider:

• What is the client’s reason behind the project? (revitalization, aging infrastructure, etc.)
• ​​Where is the funding for the project coming from?
• Does the client have any hot-button issues regarding the project?
• What is the desired end-result?
• What would speak to the client? (retirement-friendly, aesthetics, budget, etc.)

“You need to make the client feel as though you are speaking directly to them.”

While questions may differ by industry, the idea remains the same. Reading the RFP thoroughly helps you better understand the problems your prospect is facing. Which in turn help you paint a clearer picture of how your company can support them.

(It can also help spark ideas for win themes, or specific language, that truly resonates with the prospect—more on that later.)

“Instead of saying ‘we are pleased’ or other overused statements such as that, I introduce my company, and then switch back to talking about what we can do to help the client reach their goals,” Kori explains.

Step 2: Capture Your Prospect’s Attention Early

Chances are, your prospect is extremely busy. They’re likely to skim your proposal cover letter—which is why you should focus on making it memorable. Use it to create a connection to your prospect and capture their attention early in the proposal.

In the structure of a proposal , the first paragraph is the best place to earn your reader’s attention, shares Senior Proposal Consultant Kelly Allen.

“Try to capture the reader in the first paragraph by relating to them in some way. If they are a current client, leverage your relationship. If not, demonstrate a clear understanding of what they need.” Kelly Allen, Senior Proposal Consultant, UKG (Ultimate Kronos Group)

Step 3: Use Clear, Competitive Win Themes

Once you identify their distinct needs, you can formulate which key themes need to be identified in your cover letter. Then, narrow it down to the most persuasive reasons that your prospect should choose your proposal over a competitor. Eileen Kent, President of Custom Keynotes, explains that these are also known as “ win themes ”.

Win themes should be based on what the customer told you they wanted. Position yourself as the one company that can deliver exactly what your prospect is looking for. To do this well, it’s essential that you also understand what your competition is doing.

Here’s how to brush up on what your competitors are offering:

• Review competitors’ websites
• Read competitors’ financial statements
• Look at review websites like G2 or Forrester reports including your competition
• Ask if clients are willing to share competitors’ past RFPs (You never know, unless you ask)

At this stage, you’ll want to focus on how you can stand out from the competition. Eileen also recommends acknowledging any elephants in the room. By that, she means anything that the client may consider your team’s weakness.

She recommends addressing weak points head on to leave a good impression, “The elephant in the room could be your business size. Address it by talking about how you formed a tight team who have exceeded performance expectations, and worked together for years, so they see that as a strength instead,” she explains.

Step 4: Provide a Personalized Offer

Now that you’ve grabbed your prospect’s attention, you need to maintain it. Do this by outlining clear benefits, which speak directly to their pain points in an enticing and clear way.

You should outline how your product will positively impact the buyer and identify what they will get out of your partnership.

“Choose the top 3-5 features of your solution and describe how they will benefit your customer in a single line. Be direct: Here’s what we offer. Here’s how it will solve your problem.”

Step 5: Use a Strong Closing Statement

Your closing statement should be concise, reiterate your capabilities, and highlight the value you deliver. But don’t forget that it’s also an opportunity to connect with your prospect through the proposal process.

“To build a connection, you have to ignore outdated writing advice and not be afraid to use real language” says Rebecca Baumgartner, Sr. Manager, Proposals, PFS .

“Whoever is reading your cover letter can immediately tell if you’re hiding behind jargon or parroting the language of the RFP because you don’t understand what they need,” she explains.

“But when you write authentically, you have the opportunity to show the client you’ve been listening.”

“A great cover letter isn’t stuffy or formal–it’s a conversation between real people, a chance to put aside the technical language of procurement and connect with the human being on the other side.”

Step 6: Add the Finishing Touches

When crafting your proposal cover letter, there are a few final checkpoints to leave your prospect with a good impression.

Graphics aren’t necessary for a proposal cover letter, but they can be helpful. For example: highlighting a quote from a customer in a different font, or using callout boxes to emphasize your key value propositions. Use visuals that help to emphasize your main points, not distract from them.

Here’s what Izane Cloete-Hamilton, CPP APMP, of nFold recommends.

• Use a company letterhead
• Address the letter to the individual specified in the RFP
• Sign the cover letter from a senior person at your company
• If the response is from a strategic partnership between two companies, use dual signatures
• Ensure your letter is no longer than one page

“Sign the proposal cover letter from the highest-level person with signature authority, preferably someone that the customer knows personally.”

Proposal Cover Letters (5 Real Templates)

Now that you know what steps to follow, it’s time to look at some real examples of business proposal cover letters. While you don’t want to copy a boilerplate letter, these templates may provide helpful guidance for your next proposal.

Here are the types of proposal cover letter examples you’ll see above:

• Real proposal cover letter example from a security company
• Example proposal cover letter for an amusement park
• Real proposal letter & executive summary from an enterprise design consultancy
• Winning cover letter example from KCI technologies
• Another proposal cover letter example from a security company

Looking for a sample grant proposal cover letter? Check out this article .

“Remember, your cover letter isn’t about you, it’s about your client. Let them know that you understand them. Then you can talk about how your company can solve their potential challenge.”

To make more time for writing winning proposal cover letters, you’ll need to make some efficiency gains in your overall RFP process. Start by setting your team up with a proposal software that can improve speed and collaboration amongst your team.

Take Aspen Medical for example. Their business development team started using Loopio’s proposal platform in October of 2019. Within a few short months, they were putting together proactive proposals in just 15-30 minutes and seeing a big return on investment (ROI).

In fact, a survey of 165 companies RFP ROI found that those who consistently use proposal software have achieved results of:

• 51% more RFP responses
• 42% less time spent answering proposal questions
• 85% of companies win more business

If you’re looking to improve the pace of your next proposal, try Loopio’s software.

Improve Your Proposal Writing 📝

Want to learn how to master your craft? Read more about proposal writing skills or how to craft a repeatable RFP response template .

Related posts

The best proposal software for 2024 (top four tools), the raci chart: how to respond faster to security questionnaires, 51 fascinating rfp statistics on the state of bidding in 2023.

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

Text prompt

• Instructive
• Professional

Generate a proposal for a new school recycling program

Compose a proposal for a school field trip to a science museum.

How to Write a Proposal Letter for Any Use Case [+ Templates]

Whether you’re writing a business proposal, project quote, or sales pitch, you’re going to need a top-notch proposal letter.

This letter provides context to the recipient, sets the tone and style for the proposal, and encourages the recipient to review your complete proposal.

But…writing is hard work!

To make things easier, we’ve got a simple 5-step process to help you craft your letter.

Below, you’ll also find 3 unique templates with an example proposal letter for each.

What is a proposal letter?

A proposal letter is designed to entice the recipient to read your proposal in its entirety. It can be formal or informal, and usually covers the problem statement, goals, proposed solution, and next steps. It might also include details about the project budget or timeline.

Cover letters are sent alongside all types of proposals, including:

Sales proposals

Business plans

Business partnership agreements

RFP responses

Project or service renewal proposals

Internal collaboration and project proposals

Grant proposals

Research proposals

Sponsorship proposals

Why you need a proposal letter

Here are important reasons why you shouldn’t skip the letter:

Set the tone - Your proposal letter will set the stage for the proposal. It can hint at the results the prospective client will receive or it could cover the RFP requirements that were met.

Provide context - A proposal letter provides context for why the proposal is being sent. This is useful whether the proposal was solicited or unsolicited because you give the reader a reason for being in their inbox.

Highlight key areas of the proposal - You can use the letter to surface any detail you want, be it a testimonial, average client result, low-price promotion, market opportunity, or whatever will excite your reader the most.

Encourage the recipient to read the proposal in full - At the end of the day, a great proposal letter should serve as a gateway. It gives enough information to convince the reader to give you their undivided attention and review the entire proposal.

5 steps for writing a proposal letter

Use these 5 simple steps to craft the perfect proposal cover letter.

For best results, you should write your proposal before you write the letter. This way, you’ll have already done your research on the potential project, client, or business idea.

1. Know your goals

Before you start writing, take a step back and really consider what you’re trying to achieve. Are you trying to get the attention of a prospective customer who you know will be a hard sell? Do you need to show the reader that you’ve adhered to strict guidelines that were outlined in a governmental RFP? Or, are you simply giving the person a heads-up that the proposal is ready for review?

Knowing your goals will ensure you make the right decisions in Steps 2, 3, and 4 below.

2. Determine the format and formality level

Next, it’s important to choose the right format and style for your letter.

In this digital world, written or printed proposal letters are very old-fashioned. You’re better off using proposal software , which allows you to store email templates, proposal templates, customize things as needed, automatically notify and remind recipients to sign your proposal, track views, and more.

As for style, make sure to write in your brand voice . The formality of your writing style should also match your industry and the recipient’s expectations.

In most business scenarios, the longer and more complex and more formal your proposal, the longer and more complex and more formal your proposal letter will be too.

3. Start with a template or example

The next step is to find a template or letter example that will help guide your writing process. This is especially helpful if you’re sending a proposal letter for the first time and aren’t sure of exactly what to include.

Below these steps, you’ll find 3 proposal letter templates for different use cases and an example letter for each.

Of course, you can also head over to Google images and search for the exact type of proposal letter you’re writing in order to find tons of examples.

4. Craft the letter

Now it’s time to write!

Most proposal letters should hit on all of these points (in order):

Greeting for the recipient

Statement of gratitude or excitement for sharing the proposal

The client or project problem and goals

Your proposed solution and key details

Why your company is a fit to help

Your signature

As you’re writing, do your best to match the style and tone you’ve chosen, but you can always tweak it to perfection as you edit.

5. Proofread before you send

The proposal letter is your first impression. Get it right, and there’s a good chance the recipient will read your proposal. Get it wrong, and they might never even open your proposal. This is why you shouldn’t rush. Proofread your proposal letter 2 - 3 times, and on different days if your deadline allows.

Now it’s onto the templates and proposal letter examples!

Proposal letter template #1 (Sales pitch)

While there are many different types of proposals, sales pitches are probably the most common type. Account managers or executives send proposals to prospective clients and customers in order to pitch services, software, and other solutions. Use this template to help you craft the perfect letter to go along with your proposal.

Template #1

[Your first and last name]

[Company or organization name]

[Recipient's name]

[Recipient's company]

[Hi or Dear (recipient’s first name),]

[Use the first sentence to share your gratitude and or excitement for the opportunity to submit a proposal.]

[Define the potential client’s core problem and goals in one to three sentences.]

[Describe your proposed solution and why you’ve chosen this approach in one to three sentences.]

[Use one sentence to clarify the price of the proposed solution, or if you prefer to keep the price out of the letter, list specific deliverables or timelines instead.]

[In one to two sentences, describe why your company is the best fit for implementing the solution or how you’ve completed similar projects.]

[Tell the prospective client the next steps to take, such as reading and signing the proposal.]

[Your sign-off and signature]

Jane Doe Ace Software Hi Alex, Thank you for the opportunity to share this proposal with you. Your small but mighty marketing team is struggling to release content quickly, given their limited capacity. Things are getting stuck in the review column for too long, and classic project management software means that your team is constantly searching for assets, copying and pasting content, and failing to meet campaign deadlines. Ace Software can help you achieve your goal of hitting your campaign targets and drastically improving your team’s productivity. I recommend our Premium subscription and our Platinum implementation add-on. With a one-time setup fee of $5,000 and an annual fee of $4,000, your team will be able to produce and release content more quickly—as if you had hired two marketing assistants. Ace Software has supercharged 320 content teams, delivering an average ROI of 600%. Please read through the proposal and sign off when you’re ready. Or, let me know if you have any questions on what’s included. We look forward to working with you! Jane Doe Account Executive Ace Software

Proposal letter template #2 (Project quote)

When submitting a proposal or quote for a large project , you’ll likely need to take a more formal approach with your proposal letter. This template and example are perfect if you’re responding to an RFP for a government agency or other organization.

Template #2

[Hi or Dear (recipient’s first and last name,)]

[In the first paragraph, clarify why you are submitting a proposal and to whom. Typically you will mention the entity that sent out an RFP and the title, topic, or number of the RFP.]

[Describe the core contents and requirements of the RFP in three to five sentences.]

[Describe the scope of services outlined in your proposal in three to five sentences.]

[Offer the proposed project price and timeline in one to two sentences.]

[Clarify who the recipient should contact for questions or requests for proposal revisions.]

Jane Doe Ace Construction July 13, 2023 Alex Ross, Senior Civil Engineer Anywhere, California Dear Mr. Alex Ross, Thank you for the opportunity to submit this proposal. Ace Construction is responding to the RFP for playground and park construction for Sunny Park requested by the City of Anywhere, California. The Sunny Park RFP requests submissions from contractors experienced in park construction, playground design and construction, hardscaping, and landscaping. The RFP requires an active CSLB license and compliance with the allotted budget. Our proposal is fully compliant with all aspects of the Sunny Park RFP. We are proposing the construction of three shaded picnic areas, two playgrounds for children of different ages (12 months to 4 years and 5 to 12 years), a playing field for a variety of informal family sports, hardscaping with locally-sourced materials, and landscaping featuring drought-tolerant plants. The estimated project price for all of the design and construction outlined in our proposal is $900,000, and we expect to deliver the completed project in three phases so that new park features are available for public use as soon as possible. Should you have any questions about the contents of this proposal, please contact me directly. Thank you for your consideration, Jane Doe Business Operations Manager, Ace Construction (555) 555-1234

Proposal letter template #3 (Business partnership)

When you’re writing a letter to present a proposal for a business partnership , the level of formality will depend a lot on the person or entity you’re pitching to, and how well you know them. Whether formal or informal, the following template will help you cover your bases.

Keep in mind that this template can be easily modified to fit internal project proposals and business plans.

Template #3

[Your first and last full name]

[Kickstart your proposal letter with a one-sentence description of why you’re excited about the potential of working with the other person or why you think they’ll be interested in the opportunity.]

[Describe the market opportunity, target audience, and competitive gap analysis in two to four sentences.]

[Describe how your company will compete to win in two to four sentences.]

[Describe the type of partnership you’re proposing in one sentence (general partnership, limited partnership, etc.)]

[Clarify the next steps you’d like the recipient to take, such as reading and signing the proposal or scheduling a call with you to go over any questions.]

Jane Doe Ace Startup Hi Alex, I’m so excited to send you this business partnership proposal, because I know this industry is right up your alley. With your experience and my audience, I believe we’ll be able to do great things together. The direct-to-consumer vegan frozen foods market is full of expensive products that cost $8 to $11 per serving and are consistently described as “not filling” in reviews. It’s no wonder: 400 calories isn’t enough for dinner. Based on my research, I believe that we can satisfy the needs (and stomachs) of busy vegans by providing quick-cook products with recipe options that can be easily combined with fresh ingredients on hand. This will reduce our packaging sizes, costs, and shipping costs, while making it easy for consumers to adjust the recipes to their own tastes and typical portion sizes. I propose a general partnership, where we invest equal amounts of time and money, and share the potential gains or losses equally as well. Please review this proposal in full, and let’s schedule a time next week to go over all of the details. Best, Jane Doe

Write with your unique brand voice and the appropriate formality. Encourage the recipient to read the proposal and clarify the next steps you want them to take. Get these things right, and you’ll close that proposal in no time.

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Proposal Cover Letter: Samples to Get the Contract

A proposal cover letter is a document used to introduce your company’s products and services to a prospective client. A proposal cover letter allows customers to determine whether you are genuinely engaged with them and have done your research—or whether you have copied and pasted generic language from previous proposals. 

Proposal cover letters are important for grant requests or businesses. You may also have to send a proposal cover letter to a customer, depending on the kind of business you intend to get from them.

Before you write proposal cover letters, introduce your organization to the recipient. Ensure the introduction of your letter is catchy and explicitly spells out what you want the recipient to know about your business and what you hope to get from them.

How to Write Project Proposal Email and Samples

When Is It Appropriate to Send a Proposal Cover Letter? 

Proposal cover letters should be used for companies and foundations but not grant applications to the federal or state governments. Funders want what they ask for, and they seldom ask for proposal cover letters in addition to the grant application. There are two characteristics of an excellent cover letter. Your proposal cover letters go straight to the point quickly and do not duplicate any material already included in the proposal.

It is recommended that you compose the proposal cover letters after you’ve finished the proposal and are in a thoughtful frame of mind. While you examine your big success (the completed financing request), let the creative, right half of your brain kick in and link your emotions of accomplishment to the person who will assist you in bringing your ideas to fruition.

How to Write a Business Proposal Email 7 Samples

How to Write Proposal Cover Letters

• Use a Letterhead Take advantage of the letterhead provided by your organization. Make sure that the cover letter and the completed grant application both have the exact date on them. This is the day on which you will submit your grant proposal to the recipient. Using the precise date on all of the papers in your proposal documents ensures consistency.
• Address it to the right recipient

When writing your recipient’s address, write the name and title of the foundation or corporate contact person, address, city, state, and zip code of the funding source. Call or send an email to double-check the accuracy of the information you’ve received. Because this kind of information changes regularly, and you must have the most up-to-date name and address . 

• Use the proper salutation In your greeting, use “dear” followed by the personal title (Mr., Mrs., dr., etc.), followed by the last name of the person you’re writing to. You must address it to a specific individual. Check with the foundation or corporate office to ensure that you are speaking with the proper individual and that you have the correct personal title. These particulars may seem inconsequential, yet they are critical. 
• Write the cover letter

Your opening paragraph should be straightforward and focused on a single point. Introduce your group (using its legal name, which will serve as your corporate name and explain to the funder why you are asking for the funds you are requesting. Describe your group’s mission and activities in a sentence or two, followed by one research-based statement demonstrating why what your organization does is needed. 

Add one or two extra short paragraphs to your essay. Describe the goal of your project and how it aligns with the mission or financial priorities of the donor. Include the fact that your company’s board of directors is enthusiastic about the idea. 

Make use of a concluding phrase such as “sincerely.” If possible, the letter should be signed by the executive director and the board president, if applicable. Type the signer’s first name, middle initial, last name, and work title in the space provided below the signature. Although the ed or board president should sign the letter, add the contact information for the person who will be most suited to answer queries after the last paragraph. 

How Long Should a Proposal Cover Letter be?

Keep your cover letter to one page, with three or four paragraphs, and keep it concise. The tone and content of your cover letter may differ significantly if you’ve been requested to submit a comprehensive proposal after the submission of a letter of inquiry or if this is your organization’s first approach to a specific foundation.

Proposal Cover Letters Sample 1

Proposal cover letters sample 2, proposal cover letters sample 3, proposal cover letters sample 4.

Fundamentally, the cover letter should be forward-thinking, simple to read, and compelling enough to entice the reader to read the rest of the proposal. Avoid placing any barriers in the path of the reader that might dissuade them from continuing to read. 

About The Author

Jim Blessed

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Proposal Cover Letter: How to Write to Win

You’ve slaved over your proposal for weeks, uniting win themes , tweaking the design, checking the boxes. All that’s left is the proposal cover letter. What’s the big deal? It’s just a formality. You can copy and paste something from the last proposal, right?

It’s so easy to fall into cover letter traps – using a form letter, not treating it as a core part of your proposal – I know, I’m guilty of it too.

That’s right, I used to have a copy and paste proposal cover letter. No judgment, please.

I thought it made my life easier. One less piece to worry about, so I could put more attention into crafting an amazing business proposal. Having a form letter also meant I didn’t have to start my cover letter until an hour before production.

Oh how I cringe at those past cover letters, and the poor, doomed proposals they topped.

*Sigh.* I’ve seen the light though, and I’m going to share my three favorite tips for writing a killer proposal cover letter. I like to call them “hook”, “highlight”, and “hustle”. These three H’s have elevated my proposal cover letters, taking them from boring formality to client-hooking machines.

Your cover letter isn’t really about you.

Seriously, it’s not.

Your cover letter is about your client. The faster you can get to their problem, the better chance you give your proposal of being read.

By fast, I mean the first sentence fast.

Take a look at your last five proposal cover letters. How many of them start with something like:

[Company name] is pleased to submit this proposal for… [Company name] is a full-service, award-winning firm… For the last 20 years, [Company name] has provided excellent customer service… [Company name] has exceptional experience in projects similar to…

Oh boy. Sounds a little narcissistic doesn’t it?

Best case scenario: most of your competitors are probably stuck in a similar cover-letter loop. Worst case scenario: you’ve just relegated your proposal to the bottom of the pile.

It’s okay! With a good hook, you’ll never have to worry about hitting the bottom of the stack again.

So how do you write a killer hook?

Go straight for the metaphorical jugular, of course, and find your client’s pressure points.

Think about the biggest challenges of the project. Maybe it needs to be completed in a certain amount of time, or the budget is limited, or the last project they had isn’t quite what they wanted so this one needs to be twice as good.

Figure out the pressure point and then take it one step further. Identify the why behind the pressure point and try to present a solution right there in the first sentence.

Once you’ve made your hook about the client, you can start bragging about yourself a little bit. Keep your introduction light and concise, and let it flow into your highlights.

Here we go – your opportunity to finally talk about YOU.

Highlights make up the meat of your proposal cover letter. They respond to the client’s pressure points (identified above) in more detail, supporting the solutions you provide with your past experience.

Your highlights might be additional challenges with teased solutions, or they might be attributes and advantages your firm brings to the table to overcome the initial challenge you’ve identified in your hook.

There are a few rules I follow with my highlights.

First, your primary highlight must expand your hook! If your first point isn’t the most important one, then the hook it expands on probably isn’t the right pressure point. Don’t open with the schedule and jump into the budget, okay?

Second, keep your points concise . Open with the problem, “tease” the solution and why you’re the best choice to provide it, and move on. Don’t give it all away on the first page.

Third, three highlights are sufficient If you don’t have three points, dig deeper and see if you can find another challenge within the project. I can almost guarantee there’s a third. If there isn’t, or there’s one major challenge that you should be focusing all of your attention on, then it’s okay to keep your letter short. The client will appreciate it. If you have more than three highlights, see if any of them overlap and can be grouped together. If not, stick to the three most important points.

The problem with most cover letters is that they lack a call to action . There’s no hustle, no passion for closing the deal.

Go back to your last five cover letters again. How did you close? What was the thought you left the client with?

We look forward to working with you on this important project. We would be honored to work with you. We appreciate the opportunity to submit our qualifications.

There’s nothing wrong with these closing thoughts, but there’s also no motivation behind them. As a reviewer, all they tell me is that you’ve left the decision in my hands and you’re hoping for the best.

You open with a hook, highlight how perfect your company is for the job, and then… fall flat?

I don’t think so. Let’s add some hustle in here.

Remember your hook? You know the client’s pressure points, you know how to solve them.

Here’s the hustle secret: Close with your first step.

What’s the first big action you’ll take with the client to solve their problem?

Close your proposal cover letter by starting the project. This lets the client know you’re ready to take on their project, and you’ve thought through exactly how to implement the solutions you’ve proposed.

You don’t have to overthink this too much, either. For example, if the project has an accelerated schedule, simply acknowledging that you’ll be ready to go on day one might be enough. Your closing for that challenge might look like:

Thank you for this opportunity. We look forward to meeting with your team on September 1 to kick off the project.

Presumptuous? Maybe. Proactive? Absolutely. Sprinkle in a few details on what you’ll discuss in that meeting to achieve an accelerated schedule, and you’ve caught my interest as the client.

Hook, Highlight and Hustle Your Way to A Killer Proposal Cover Letter

Alright – now you know my secrets for writing a killer proposal cover letter. Hook, highlight, and hustle your way to more business!

Bonus: Sign up for access to my Killer Cover Letter worksheet in the FREE Resource Library !

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4 Tips To Creating a Proposal Cover Letter (& Templates)

Once you've put together a  proposal , it's common to think, ‘Now what?'. We're here to answer what's the best cover letter you can send with your proposal to close a deal. 

Within a proposal cover letter, there are a few different components that you need to consider.

• A cover letter is more casual than an  executive summary
• It's structured like a letter and has a greeting and sign off
• Not focused on strategy, but is more conversation
• Should focus on the unique strengths that you can bring to a project

In this blog, we'll be covering how a proposal's cover letter differs from a job application letter, how it's structured, and the tips that'll help you close deals.

But first, let's go over what one is and why it's so important in getting your business proposal read.

What is a cover letter?

Cover letters help you grab the potential client's attention quickly. It's a short, single-page document that includes an overview of the most critical details of your proposal. If you haven't yet written the proposal, we have a sample business proposal you can read here with some templates to help you get started.

The goal of a great cover letter is to convince the client to read the rest of your proposal, so you'll want to make the writing as interesting as possible. You can mention any critical details you think will help you land the job, including your past results, skills, and education. You should also cover the key aspects of the project you're pitching. Think of it as a stripped-down version of an executive summary.

Why is a cover letter important?

Clients can be very busy. A cover letter helps clients decide whether they're interested in reading the entire proposal. This means that having a strong cover letter is just as important as the business proposal itself.

Take this as an opportunity to give clients a great first impression. A business proposal tends to be more factual, while a cover letter has the benefit of being more personal. By sparking an emotional connection early on, you'll have a much higher chance of them reading the whole pitch.

A good proposal can also help you get your foot in the door of larger companies, even if you don't have a connection to anyone working there. Just warm up a cold pitch by attaching a cover letter to an unsolicited business proposal.

This is especially important at the beginning of your career, since you may not have the funds to reach clients through traditional marketing. Cover letters can be a powerful way to land clients without having to spend any money on new client acquisition costs.

We have some tips that'll make this process easier, but first, it's important to talk about the traditional structure of a cover letter.

How to write a proposal cover letter

Let's briefly walk through the structure, since the information you'll include will be slightly different from a traditional job application cover letter.

A proposal letter looks like this:

Contact information

Introduction.

It may seem pretty standard, but the information in a business proposal cover letter will be a bit different from other cover letters. Here's a closer look at each paragraph:

Start off by adding your name, address, phone number, and email to the header. Feel free to also include the potential client's contact information. Although it's not as important now with email as it used to be in the days of snail mail.

Pro tip: Drop a link to your LinkedIn profile in the heading too. This lets them get a better feel for who you are and can even provide them with additional information that you didn't have room to include in your cover letter.

It might be tempting to breeze through the introduction to get to the "meat" of the letter, but the introduction is actually one of the most important parts. You need to capture their attention right away, so come up with an engaging way to introduce yourself and what your business does. It's one of the few spots of a cover letter where you can inject your personality into the writing, so make it count!

This is where you'll address the company's needs and how you plan to help them. Unlike a traditional job application, a business proposal's cover letter has the intention of selling a service or product. Be sure that the writing is sharp and highly persuasive. You want to generate enough excitement that they move on to your executive summary and, ultimately, read the rest of the proposal.

You can include any core strengths and past results that have helped previous clients. However, keep this section concise by sticking to just a few of the most important details that directly apply to the client. End this section by covering how you plan to achieve the goal you're pitching. Think of this as more of an "overview" of your plan. They'll get more details when they read the rest of the proposal.

Like the introduction, it's typical to see cover letters that spend a lot more time on the body paragraphs than the closing paragraph. But leaving readers on a strong final note is just as important as making a great first impression. It's recommended that you wrap the cover letter up by mentioning a strong benefit your project will bring to the company.

The last critical piece of information you need to include is the call to action. What do you need them to do next? In this case, the next action you'll want them to take is to read the business proposal. Provide some encouraging words to move the client in that direction.

4 Tips for creating a cover letter

Now that you have the structure down, it's time to start writing it! We have some tips to elevate a cover letter so you can start closing deals.

Step 1: Kicking off the cover letter

A great cover letter starts by showing off your personality and the type of communication they can expect if they're going to work with you. Lean into your intuition and use your voice!

There's no reason to be super corporate here. Instead, show that you're a person who can be professional, but still enjoys the work you do. 

Your approach will be a bit different depending on if the business proposal is solicited or unsolicited:

• Solicited proposal: If a client asked you to send a proposal, you can start by saying "As per our discussion..." before addressing their problem and your proposed solution.
• Unsolicited proposal: The first sentence is crucial. Grab their attention immediately with an engaging statistic related to their problem and how you can help them.

It's important to hook your reader right up front! That means understanding who your audience is and the industry you represent will be critical to nailing a cover letter. For instance, if you're pitching a more traditional company, like one in finance, consider how they may expect communications as opposed to a start-up.

Typically you can get a feel of how a company communicates by viewing their website, content, and related information to get a feel for their tone and voice.

Find a balance between being true to your voice and communicating in a way that's comfortable to the prospective team.

Here are a few examples of the beginning of a cover letter.

Hi Prospective Client, 

Thanks for taking the time to review my proposal! I'm really excited about the ways we can work together to support [company].

Hello Mr./Mrs. prospective client, 

I'm pleased to present you with the request for proposal [proposal title]. In this proposal, you'll find goals and objectives, scope of work, pricing, [and any additional information you found relevant.

You can see the difference between these two tones. Consider when would be appropriate to use either.

Step 2: Highlight what problem you'll help the company overcome

Within any proposal, you want to ensure that your client knows that you understand the problem that they're trying to solve. Include their goals and objectives of why you're entering this engagement.

Share the company's pain point in a way that's easy to digest. Leave this section to focus on the company's problem. Later, you can mention the solutions.

Here's a snippet of a type of pain point a client may be facing:

Right now you're creating a lot of excellent content and it's frustrating when it's not leading to the increase in traffic and conversions you're hoping for.

Step 3: Share how you'll work towards their goal

The next section of the cover letter will outline how you plan to approach their challenge. Now, remember, this isn't where you get into the nitty-gritty. This is just a high-level overview of your plan of attack. Specific details will be broken out in your proposal.

Here's an example of a short and efficient way of accomplishing this step.

Based on the data I've seen, I'm confident that we can make some major traction in increasing your organic traffic with your target audience with a few well-implemented strategies that I've outlined in the attached proposal. 

Step 4: End your cover letter with next steps

Once you've worked through the steps of a cover letter, the last piece that you include is the next steps. Sometimes your client will already have shared their process and timelines associated, but if they haven't this is a great opportunity to take initiative and show them that you're able to make their lives easier by outlining what's needed to move forward.

Below's an example of some ideal next steps. 

Once you've had a chance to review the proposal, please feel free to follow up with any questions. I'll be following up in a week to check in on the status and see if there are any additional ways to support your team. 

If you decide to move forward, we can start the engagement within a week of signing the contract.

Proposal cover letter samples

Below we've compiled a couple of different examples and templates of what you can use to create a template for your client today. 

Proposal cover letter sample #1

We'll kick things off by sharing full versions of the snippets we included above. This is for a proposal for SEO and content strategy to support clients looking to increase organic traffic.

Right now you're creating a lot of excellent content and it's frustrating that it's not leading to the increase of traffic and conversions you're hoping for.

Based on the data I've seen, I'm confident that we can make some major traction in increasing your organic traffic with your target audience by implementing a few strategies that I've outlined in the attached proposal.

Most Sincerely, 

Proposal cover letter sample #2

In this sample, your cover letter is approached with a more formal tone and is for a client who is looking for support in their product strategy.

Hello Ms. Thompson, 

I'm pleased to present you the request for Project Strategy Proposal. In this document, you'll find outlined the goals and objectives, the scope of work, pricing, and some case studies of relevant projects I've worked on. 

I know that Quest Products has been struggling with converting their traffic to their Saas platform and hitting their retention goals. 

After some analysis, you'll find within the proposal a scope that entails audience research, user testing, and analyzing data analytics that will all work towards the goal of boosting conversion rates and diagnosing any challenges. 

Once you've had the chance to review, please let me know if you have any initial questions or concerns. I'm happy to provide any additional information that would be useful. 

I'll follow up with you next week to check in and outline the next steps. 

Most sincerely, 

You'll see that within each example we include four key components: intro, highlighting the problem, sharing your proposed solution, and providing the next steps. 

Need a proposal for a potential client?

Create a professional proposal in minutes with Indy’s Proposals tool. Use your logo and branding, add terms, and include portfolio items.

Wrapping up

A cover letter gives you the chance to point out a problem with a company and propose yourself as the perfect solution. And though it can be time-consuming, the results that a winning cover letter can bring to your business are well worth it in the end.

But if you're looking for a faster way to write business proposals, you can speed up the process by using proposal software . Just choose the template you need, fill in your details, adjust the content to your liking, add your branding, and you can be finished in minutes. As you move forward with creating a cover letter, keep in mind the tips we've outlined above and you'll be sure to succeed!

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

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.
• How to Write a Letter of Employment (Templates, Examples)
• How to Ask for a Letter of Recommendation [Examples]
• How to Write a Letter of Intent (Effective Examples)
• How to Write a Two-Week Notice [Effective Examples]
• Cover Letter vs. Letter of Interest vs. Letter of Intent
• How to Write a Thoughtful Apology Letter (Inspiring Examples)

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6 easy tips to write a killer RFP cover letter

Why you need the ultimate library for your rfp responses.

Product & Best Practices

Updated: Sep 5th, 2023

After weeks of work, you’ve finally put the finishing touches on your request for proposal (RFP) response. The proposal is a product of the hours you invested customizing past content, collaborating with subject matter experts, and refining your messaging.

Because of your efforts, the proposal is a masterpiece ⁠— creative, comprehensive and compelling. Consequently, you’re feeling confident. After all, your company  should  win this business — you’ve earned it. Now, there’s only one thing left to do … slap a proposal cover letter on top, submit it and move on to the next RFP.

But wait. Not so fast! When was the last time you read your boilerplate RFP cover letter? Like, actually read it. If you’re like many others, it’s been a while. Unfortunately, that means you might not be putting your best foot forward.

So, before you send off that RFP response, let’s take a closer look at your proposal cover letter and be sure it accurately represents your proposal. With a couple easy tips and a quick review, your cover letter will send just the right message.

In this post, we’ll explore what a proposal cover sheet is and why it matters. Then, I’ll explain what a cover letter includes, how to write a proposal cover letter, and a few sample RFP cover letters. Finally, I’ll share a proposal cover letter template you can download and customize to get a head start.

What is a proposal cover letter?

Why a well-written cover letter matters, parts of a proposal, components of a cover letter.

• What your RFP cover letter should do

3 common mistakes to avoid

Rfp cover letter template, proposal cover letter examples.

• Helpful response resources

A proposal cover letter is a single-page letter addressed to a prospective customer containing high-level information from a prospective vendor. The letter precedes an accompanying RFP response or business proposal.

Alternative names for the proposal cover letter include RFP response cover letter, bid proposal cover letter, RFP cover page, cover page for business proposal, and other similar variations. No matter what it’s called, the cover letter is your chance to introduce your business and offer to a potential new customer. As such, you need to make it count.

You spend hours working through the proposal process, so why should you spend even more time crafting an RFP response cover letter? The proposal cover letter is an oft-overlooked sales tool. Indeed, it’s a zero-cost way to get your message directly to the people who decide whether or not your proposal wins. Furthermore, the RFP cover letter takes very little time to compose and offers you one more way to stand out from your competitors.

If you’re like most businesses, your cover letter can probably be summarized like this: “Dear Mr. or Ms. Company ⁠— Thank you so much for this opportunity. Included in this proposal you will find our answers that meet the requested specifications. Thank you for your consideration.” 

While common, this isn’t a terribly compelling way to introduce yourself to a new customer that could help you grow your business. Your RFP cover letter provides a first impression to the proposal evaluators and decision makers reviewing your proposal.

Think of it this way: If you were going to present your proposal in person, how would you greet the buyer? You’d probably wear your best suit, walk confidently, put on a warm smile and share a confident handshake to make a memorable introduction. It should be the same with your proposal cover letter. Unfortunately, if your letter is anything like the example above, it’s like showing up in sweatpants and offering an unenthusiastic, mumbled greeting.

The RFP cover letter can also be used to:

• Create or deepen the connection between you and your buyer
• Reinforce your brand, values and expertise
• Promote your key differentiators
• Establish primary points of contact

No matter how you use the RFP cover letter and what you put in it, remember that the person receiving it is just that ⁠— a person. The quality of your bid proposal cover letter determines whether they read it carefully, skim it quickly, or ignore it completely. Generally, proposal cover letters are memorable either because they are embarrassingly bad or extraordinarily good. Make your cover letter memorable for the right reasons.

Proposal cover letter basics

The RFP cover letter should be included as a normal part of every proposal, but it’s just one component. Indeed, most proposals also include a number of other elements that will generally appear in a specific order.

• Cover letter
• Exe cutive summary
• Terms and conditions
• Supporting documentation (case studies, references and additional data)

If your left temple is throbbing just looking at that list, take comfort in the fact that your well-curated and maintained content library can do up to 80 percent of the work for you. 

As the first element of your proposal, the cover letter is bound to be seen by a lot of people. So, it’s important to make sure it is the best possible representation of your company. But, how do you decide what to say? One of the biggest challenges when writing an RFP response letter is how to keep it short while also making an impact ⁠— remember, your cover letter should fit on a single page. To help you craft your message, focus on these five elements.

• Greeting and introduction
• Summary of RFP needs
• Your broad qualifications and differentiators
• Thank you and closing

Your RFP cover letter should:

• Be the first page of your RFP response followed by your executive summary and proposal
• Introduce your company to the buyer’s key decision-makers and any others reviewing or scoring your bid
• Be conversational, genuine and confident ⁠— but it shouldn’t be an overt sales pitch
• Offer an overview of your understanding of the company’s needs
• Clearly state why your business is uniquely qualified to win the RFP opportunity
• If possible, express your vision for the future partnership and how you can help the business reach its goals
• Follow the customer’s instructions if they ask you to include specific information in the cover letter

What’s the difference between a cover letter and an executive summary?

When building formal RFP responses, this question comes up a lot. What is the difference between a cover letter and an executive summary? The confusion is understandable as the two documents share a lot of similarities. They are both short, introductory documents that precede your proposal. 

The primary distinction is that a proposal cover letter is an introduction to your company while the executive summary is an overview of your offer for a specific project. In addition, the cover letter should almost always fit on a single page while the executive summary may be two or three pages if necessary. Admittedly, the difference is subtle. While the contents may seem to naturally overlap, try to avoid repetition and ensure that each document provides unique information.

Beyond the basics: Six tips to writing a better RFP cover letter

1. address it to the right people.

Who is going to review your proposal? If you don’t already know, find out. Get in touch with the RFP contact and ask for the names of the key contacts who will weigh in on the decision. This may be a committee of people or a combination of procurement professionals, stakeholders and executives. 

If you start your RFP response letter with the standard “To whom it may concern” salutation, you’re blending in and sending a message. Unfortunately, this approach communicates that you couldn’t be bothered to update your cover letter template, didn’t do your homework, and don’t really care that much about winning the business. It certainly doesn’t reflect the hours of time you’ve likely invested creating the proposal that follows.

By specifically addressing the proposal cover letter to the key contacts, you make a quick connection and instantly improve the chances that they’ll actually read the bid proposal cover letter and your subsequent proposal. This attention to detail reinforces the idea that not only are you a good fit based on your qualifications, but you’re also invested in developing deeper relationships. You’re in it to be a strategic partner, not just another vendor. 

2. Keep it fresh and be human

Put yourself in your recipient’s shoes ⁠— You’ve just received dozens of proposals from vendors who more or less provide the same type of services. You are starting to sift through RFP responses that are admittedly, probably pretty dry. The initial review checking for proposal compliance is time-consuming, highly repetitive and gets old quick. 

So, if a cover letter starts with something like, “Thank you for the opportunity to earn your business,” it’s just adding to the tedium. It’s a classic and well-worn opening line. While it’s good to be humble and grateful, it’s far better to be unique and memorable. A post featured in APMP’s Winning the Business said, 

“… never start a cover letter with ‘thank you.’ It’s boring, and almost everyone does it. This seemingly respectful thank you does not help your organization to stand out or inspire your reader to keep reading.” 

The article goes on to recommend starting with something specific and complimentary about the business. This opener accomplishes two things; it quickly shows that this is no ordinary copy-and-paste proposal cover letter while reinforcing that you did your homework and recognize the business’s goals.

In an increasingly automated and efficient world, it’s easy to forget about the people behind the process. Even if you use RFP software to quickly complete the RFP itself, the RFP cover letter offers a rare opportunity to be human and genuine. 

3. Use formatting to catch their eye

Your cover letter only helps you win the business if it actually gets read by the right people. Just like using the perfect proposal format , the right cover letter format invites the reader to engage. So, make sure your cover letter is clean, visually appealing, approachable and not too dense. Remember that you’re trying to make an impression, not dive into every detail of your proposal.

Because your cover letter only uses one page, you have to be smart about how you use the space. There are three main places where you have the best chance to hook the reader: the first sentence, the center of the page and the closing. 

Opening Nothing catches your eye like your own name. So, as suggested above, address the letter directly to the evaluator(s). Then, include the buyer’s company name in a unique and impactful opening sentence. 

Center Make the most of the center of your RFP response letter using bullet points. Draw the eye directly to your biggest differentiators without specifically calling out your competitors. Include what you excel at like customer support, on-time delivery, cutting-edge features, value adds, scalability, customer growth and so on.

Closing Use the final line to move the deal forward. Offer the prospect a clear and direct call to action (see tip six for more information and an example). For example, provide details about how they can move forward with you, request the information you need to speed up contracting, or share what comes next in the process. 

If you can engage a reader in any one of these areas, they are far more likely to take the time to read your entire cover letter. Ideally, it’s intriguing enough that they continue on to check out your executive summary and proposal as well.

4. Tell a tale and express your understanding

Have a success story with a similar client that could boost your credibility? Tell it, but be brief. Share how a partnership has been mutually rewarding, how you’ve delivered a great customer experience or how you’ve been able to proactively solve problems. This reinforces your understanding of their business and goals.

In addition to telling a story, you can use your proposal cover letter to express your understanding of their pain. Every RFP starts with a need, and you received the RFP because the company believes you can meet that need. So, consider building on that foundation.

The relationship between buyers and sellers is evolving. More and more, businesses are looking for a long-term partner, someone who will actively find opportunities to create wins for both parties. RFP issuers want value but they also want a vendor that is invested in their success.

5. Stay true to your brand

Your company was included in the bid process for a reason, so stay true to the persona, culture, values and tone of your brand. Just because the RFP process is formal, doesn’t mean your RFP cover letter has to be. If your company prides itself on being down-to-earth, use that style in all of your communications. 

A cover letter shouldn’t be a lengthy essay, but it should demonstrate that you understand the prospect and their needs. Include “we” statements that hint at common goals. For example, “We believe our XYZ application will play an instrumental role in partnering with you to implement phase two of automating routine customer service processes, freeing your team to focus on reducing churn rates.”

Make sure that the tone of your cover letter accurately represents your brand and builds on the relationship you’ve cultivated. Don’t confuse your prospect by approaching them as if they were a stranger or in an unrecognizable style.

6. Close with a call to action, contact information and an actual signature

While the cover letter should be friendly, relatable and genuine; it’s also still a part of the sale. As with any good sales communication, state what you want them to do next and who they can contact to follow up. 

Wrap up your RFP cover letter with a call to action like:

• Please reach out with any questions you may have
• We’re eager to show you more ⁠— when we can schedule a demo with your team?
• Let me know if I can put you in touch with another customer for a reference
• To accelerate the contracting process, please send your standard terms and conditions

And the final element in a winning RFP cover letter is an actual signature (either handwritten or digital). It may not seem like a big deal, but it’s a nice touch and one last way to show your investment in winning the RFP opportunity.

Who signs the proposal cover letter?

Notice I didn’t title this section, “Who writes the proposal cover letter?” The person who writes it and the person who signs it may not be one and the same.

If your proposal team is fortunate enough to have a dedicated writer, then have them write the letter based on input from the frontline sales rep. Whoever writes the letter must be fully informed of response strategy and have intimate knowledge of the proposal and executive summary. Strategy, voice and style need to be consistent across all documents (cover letter, executive summary and proposal).

Who signs it depends on a variety of factors. In most cases, the frontline sales rep will sign the proposal cover letter. They have the relationship, own the strategy, and likely conducted the discovery that informed the proposal. However, it’s not uncommon for an executive sponsor such as a VP of sales to sign. The thinking being that executive reviewers may appreciate seeing a proposal that’s been vetted by a fellow executive.

There are also those cases when the executive of executives, the CEO, signs the letter. There are two common scenarios for this play. One, the RFP may be large enough to represent a significant percentage of a respondent’s annual revenue. Two, the responding organization is concerned with appearing relatively small, and in an effort to improve its stature, seals the proposal with a CEO’s signature.

There’s definitely some gamesmanship at play here. Even so, the name on the letter will never overshadow the content of the proposal.

Beyond the mistakes of not including a proposal cover letter at all or writing one that’s too long, proofread your next letter for the following mistakes before sending it.

• Avoid repeating anything from the executive summary or proposal. Those documents need to live on their own, just like the proposal cover letter.
• Don’t waste space with your resume. Something like this … Responsive’s growing list of 1,800+ clients, including 65+ Fortune 500 organizations, continue to take advantage of our one-of-a-kind unlimited user licensing model, expanding their usage on the platform to scale organizational success. With Responsive as their team’s support system, every day they break down silos by facilitating collaboration and efficiency in their RFX response process  … is boilerplate that can appear elsewhere in the proposal or not at all, given that it’s likely available to the issuer on your corporate website.
• If a broker is involved, thank them too. The proposal cover letter is also an opportunity to directly address the issuer. This can be particularly valuable when a broker is involved. Some issuers rely on RFP brokers to sift through responses to make sure only the best possible solutions get serious consideration. Ignore these brokers at your peril. While the response and executive summary will address the issuer and the problem at hand, the cover letter is where you can give a nod to the broker.

Acknowledging their involvement in the process and thanking them for the opportunity as well will at the very least alert all reviewers that you paid close attention to the RFP requirements.

Even for seasoned proposal professionals, it’s a challenge to start a brand new bid proposal cover letter from scratch, so below you’ll find an example. Hopefully, it will give you a head start on your next great RFP response. 

Ready to start crafting your own RFP cover letter in this style? Check out this RFP cover letter template that follows all the best practices covered above. You’ll also find helpful instructions in the template so you can quickly customize it to meet your needs.

Sample proposal letter – FedEx to State of Utah

If you only look at one other RFP cover letter sample, make it this one. This sample cover letter and accompanying proposal from FedEx is one of our favorites. Indeed, this request for proposal cover letter follows all the best practices. It includes:

• A specific addressee
• An engaging opening line
• Excellent formatting and bullet points
• A statement of experience
• Simple, but recognizable branding
• A real signature

Sample proposal cover letter – Insight Public Sector to Education Service Center (ESCO)

This proposal cover letter example introduces Insight Public Sector’s response to ESCO’s RFP for technology software, equipment, services and solutions. The letter fits on a single page, reaffirms the company’s qualifications, and uses colorful bullet points to draw the eye to the company’s primary differentiators.

Proposal transmittal letter example – SunPower/GSRP for Town of Nantucket

The RFP response letter focuses on the experience and financial stability of the two vendors partnering to win the business. In addition, the letter confirms the company’s ability to meet the specific qualifications set forth in the RFP for solar PV development for onsite energy generation.

RFP response cover letter sample – ISITE Design for Health Level Seven

Helpful RFP response resources

Looking for more tools and information to help you write the perfect RFP response? Check the helpful resources below.

Guide to writing an executive summary

Do you know the difference between the executive summary and your RFP cover letter? Learn more in this blog that explores how to write an executive summary that stands out. 

Your personal guide to writing a winning executive summary

• Product & Best Practices
• Selling & Enablement
• Content & Storytelling
• People & Teams
• Company & Events
• Customer Stories

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Top 10 Consulting Proposal Cover Letter Templates with Examples and Samples

Minakshi Arora

A business consultant performs a role akin to that of a surgeon for an enterprise. Just like a skilled surgeon knows what is coming by the walk of his patient, a consultant knows the state of a business after just one careful look at a workplace, or team members (in today’s remote, hybrid work environment).  

If consulted are hired for their professional services and business value they offer, the boss of the consulting firm writes a proposal to suggest remedies, action points, and opportunities that will help an enterprise move toward wellness (translated into greater profitability, vastly improved efficiencies, etc). 

At SlideTeam, we understand the critical nature of this communication that starts with a consulting proposal cover letter. Specializing in cover letters, especially for consulting firms, these presentation templates help you save time and effort and spend it on the business problem per se. 

Cover letters are also of varied kinds and may serve specific business purposes like offering financial expertise and services. Find the best-in-class templates on financial cover letter templates with a click here.  

Each cover letter is expertly curated and aptly resolves the entire spectrum of business issues a consultant must help with: We have everything covered, from DevOps to Sales to Marketing. 

Even advertising cover letter resumes are in demand to impress recruiters and get that high-paying, coveted job. Get world-class, practical presentation templates on advertising cover letters with a click here .

As always, each of the templates in all our blogs is 100% customizable and editable. The content-ready nature of the slides offers you the much-needed structure. The editability feature makes it possible to tailor each presentation to your unique taste and preference, in line with your specialized audience and customer experience. 

Let's explore these templates and find the ones we wish to take home after downloading them.

Template 1: Cover Letter for Brand Advertising Consulting Proposal PPT PowerPoint Guide 

Lists the goals you will achieve for your client with the specialized knowledge offered in brand advertising consulting using this PPT Template. These effective results could be an increase in customers' average spend, email marketing automation, etc. Start the cover letter with gratitude to the firm for contacting you. End this brilliant cover letter with the declaration of having attached an initial proposal draft and soliciting comments and enquiries.

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Template 2: Cover Letter for Consulting Proposal on Creating Social Media Presence Services PPT File Design

This actionable PPT Template starts with your assessment of the pain points the client's business faces day in and day out in its social media strategy. This design highlights the difference you can make by offering your media management services. Creating a content management calendar can be your most tangible contribution; demonstrate your expertise and the plan in detail using this layout. Attach your draft of work with this cover letter and impress clients no end.

Template 3: Cover Letter for Engineering Consulting Proposal PPT Presentation Icon Themes

This cover letter template outlines why your engineering work proposal needs greater consideration than your competitors in response to a Request For Proposal (RFP). It highlights your firm's experience in providing sustainable designs. Your core competencies in infrastructure management, like planning, development, design, operation, and maintenance, are all well-demonstrated. The communication starts with gratitude and ends with a hope for discussion on the attached detailed proposal.

Template 4: Cover Letter for Brand Promotion Consulting Proposal PPT Presentation Ideas

The USP of this presentation template is its design and the clutter-free mind space it provides to the recipient. The cover letter starts relaxed, with thanks, and lists goals a marketing consulting proposal can achieve for a business. The most important is changing the perception of your brand, making it emerge as a solution of choice to all marketing needs. End the cover letter with a reminder to review your initial project take. Download now to create a splash, gain recall and win clients.

Template 5: DevOps Consulting Proposal IT Cover Letter PPT File Slide Download

Use this PPT Layout to focus on synchronizing priorities of and across teams to deploy resources for overall growth effectively. This goal-oriented slide on DevOps activities helps shift the mindset of businesses to better productivity. This presentation template allows you to showcase your mission and vision and to go in for the automation of processes. Your expertise shines manifold with the use of this cover letter proposal.

Template 6: Cover Letter for Consulting Proposal Template PPT Diagrams

This consulting cover letter proposal showcases the importance of being alive and always being on your toes in business. This proposal states its objective to build on the client's strengths and become the leader. It ends with a request for a meeting with the client.

Template 7: Cover Letter for DevOps Development and Consulting Proposal IT

Growing business, and fast, is possible only when you have a sound proposal that works like a cookie cutter for you. This cover letter for DevOps can be the perfect medium to convey your expertise in helping enterprises grow manifold rapidly. This PPT Layout starts with you welcoming the opportunity to work with the firm. Then, you list the two primary tasks your proposal will do. Then, encourage the client to contact you and arrange a meeting. Download this template to create a culture where your process and client needs match to perfection.

Template 8: Marketing Consulting Proposal Cover Letter One-Pager Sample Example Document

The purpose of the slide is to show the cover letter for sales consulting. It displays the essential details, such as the problem that the client faces and the solution that the organization recommends; the presentation template also provides a brief background of the organization. In this case, the cover letter mentions the critical issue to resolve: the low sales volume for the past year. Use this template to highlight your experience and specialization in offering a detailed, implementable action plan after every consultation.

Template 9: Retail Sales Consulting Proposal Cover Letter One-Pager Sample Example Document

The visual with the slide is enough to give your client a picture of the issues faced and the format the cover letter will take. This proposal cover letter in retail consulting details the problem, your unique expertise that makes you qualified to resolve it, and the proven effectiveness you have displayed in the past. Download the template now to create a niche for yourself in determining the pain points of business users.

Template 10: Cover Letter for Sales Consulting Proposal One-Pager Sample Example Document

Sales consulting is always a tedious process, but this presentation template allows you to demonstrate how much fun it is to get businesses out of the woods in any sales-related pain point. The attractive visual showcases how your consultancy can smoothen the most intractable problems. There is no better way than this productive consulting cover letter template to make a name for yourself as a sales wizard. Get this now, and help businesses be on their way to greater prosperity.

CATCH THE MESSAGE

The word 'letter' is derived from Old French spoken in the 13th century. It means written communication or message. For business purposes, there is no greater pleasure than writing a message that heralds profitability and a bit of messaging that helps you sell your expertise in resolving the pain points of businesses. The consulting cover letter templates are the perfect answer to offer help, and are known to work with Fortune 500 companies, also our clients. 

Another way you can create an impact and demand for your services is through PR Proposal Templates that help businesses rise on the strength of their strengths. Find the best-in-class PR Proposal Templates with a  click here .

FAQs on Consulting Proposal Cover Letters

How do i write a cover letter for a consulting firm.

A consulting firm is a highly specialized profession where solutions are offered to the most intractable of business problems. Hence, it must reflect a thorough professional's professionalism, knowledge, and attitude at work. It must first address the recipient, acknowledge their pain point and thank them for getting in touch. Then, the cover letter has to be a specific answer to the query on whether the business issue can be resolved. If yes, then detail the policy measures needed (in two lines). Then, a consulting proposal concludes with the enclosed draft proposal and soliciting a professional meeting to chart the future course of action.   

How do you start a cover letter for a proposal?

Invariably, a cover letter for any proposal must start with a thank you note or a line expressing gratitude to the recipient. This describes your confidence, showcases your sensitivity to the other business's concern, and shows you are not too eager to convey your value offering. After a one-line thank you, it is best to get down to business to get into the issue you can resolve for the company. Establishing what makes you think your enterprise is the right fit for the consulting job is also vital.

How do you write a consulting project proposal?

Writing a full-fledged consulting proposal is, of course, a skill. This involves translating your business knowledge into actionable recommendations every client can follow. The knack lies in expressing business jargon in simple terms that people can follow. For instance, just saying corporate restructuring is a solution to improving productivity is not consultant language. In the report, a consulting proposal readies moving person X to handle project A is better. Then, rationalizing headcount will have to be expressed as letting two people go, and so on. 

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Proposal Writer Cover Letter Example

Kick-start your career & find inspiration for your next cover letter with our free, expertly drafted Proposal Writer cover letter example. Make a copy of this cover letter example as it is or rewrite it directly in our HR-approved cover letter builder.

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Proposal Writer Cover Letter Example (Full Text Version)

Dear Hiring Manager,

As a Proposal Writer with 4 years of experience in producing proposals for environmental, civil engineering, and infrastructure projects, I apply with enthusiasm for this opportunity.

I am currently a Proposal Analyst with Sunnybank Technical Services (STS), where I partner with the Engineering, Commercial, Project Management, and EHS divisions to research and write proposals for public and private sector projects. Mirroring your requirements, I analyze RFPs, communicate required information to the divisions, collate inputs, coordinate text review meetings, edit and proofread drafts, and submit error-free files for release. This role builds upon my previous experience as a Junior Proofreader in the Business Publications division of Halliwell Publishing.

In addition to my professional experience, I hold a BA in English and am a member of the Chartered Institute of Editing and Proofreading.

I have enjoyed my time at STS. As the company is reducing its proposal team due to the market impact of the global pandemic, I am seeking a new opportunity. Your company is involved in some really exciting infrastructure projects. I would love to be a part of your proposal team!

Please find attached my résumé for your consideration. Thank you very much for your time. I look forward to hearing from you regarding next steps.

Yours sincerely,

Milan Šaržík, CPRW

Milan’s work-life has been centered around job search for the past three years. He is a Certified Professional Résumé Writer (CPRW™) as well as an active member of the Professional Association of Résumé Writers & Careers Coaches (PARWCC™). Milan holds a record for creating the most career document samples for our help center – until today, he has written more than 500 resumes and cover letters for positions across various industries. On top of that, Milan has completed studies at multiple well-known institutions, including Harvard University, University of Glasgow, and Frankfurt School of Finance and Management.

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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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