How to write a Business Proposal
Objective
Generally buyers and sellers both writes the proposals. In case of buyer wants to describe his/her needs and requirements to sellers, buyers writes the Request of Information (RFI), Request for Quotation (RFQ) and Request for Bid (RFB). In response to RFI or RFQ or RFB, sellers prepare a detailed proposal which describes their products or services in details including price of Products or Services in case of Request for Quotation and request for Bid.
Types of proposal: There are three types of proposals.
Formally Solicited Proposals: These types of proposals are produced by both buyers and sellers. Buyers generally produce to explain their requirements like Request for Proposal, Request for bid, and Request for information. Sellers generally provide such types of proposal in response to formal request of buyer or customer.
Informally Solicited Proposals: These types of proposals are generally provided in response of a short oral meeting between buyer and seller. Such kind of proposals are generally of 30 to 50 pages. It describes in details the offerings of Product or Services.
Unsolicited Proposals: such kind of proposals are generally distributed at the end of any meeting or seminar. It generally increases the chance of sales. Such kind of documents also describe various features of Products and Services in details.
Content
Front page
There must be a front page which clearly mention the name of proposal provider and proposal addressee. Front page clearly mention “Submitted By” and Submitted to”. If the proposal maker and proposal addressee both are company or organisation then front page must include logos of both the organisations. Page start at centre line and details of proposal maker comes first at the upper half of the front page. Thereafter the details of proposal addressee comes like logo, full name. Include address if one wants to be more specific.
Forwarding letter
Proposal must include a letter on the name of proposal addressee. If we wants to go in hierarchy of this letter then first mention the name, designation, organisation name and address. Thereafter mention a subject line. The objective of proposal should be clearly mentioned in the subject line. After subject line, include a small paragraph which describes the objective in details in case of Request for Information. But in case of Request for Quotation and Request for Bid it should include Price, quantity, terms and conditions if any and the validity of such quotation. In case of Request for Bid it should include details of Bank Guarantee if required. Thereafter comes the closing statement with thank you and explaining our best regards. And after it comes the name, address and contact details of proposal maker.
Index
If the proposal is of 30 to 60 pages or more it must contain an index. The step by step list of content should me mentioned in index. If you want to provide any additional details regarding any topic then this additional details should be provided as Annexure 1, Annexure 2 etc. at the end in index.
Achievements
In this section of proposal you should mention the detailed profile of your organisation. The number of costumer you have and the area covered by your business. You should also include images of Award winning, events organised by you and big event participation etc.
Offering details
In this section you should mention the detailed description of your requirements as in case of Request for Information or Request for Quotation. In case of reply of Request for Quotation or Request for Bid a detailed description of your Products or Services along with the price with respect to quantity, terms and conditions and validity of quoted price should be included. In case of reply of Request for Bid, bank guarantee should be included.
Annexure
If you want to provide additional details regarding any topic mentioned or additional details regarding the whole proposal, it should be included as Annexure 1, Annexure 2 ..etc.
