Saturday, 12 August 2017

How To Write A Business Proposal Letter (with Samples)

Writing a business proposal letter is a great way to get new businesses and to let other businesses know what kind of services you offer. This letter is a chance to tell other companies what you have to offer and why they cannot live without your services. The key is to make sure that you address this letter to the decision making party, rather than just a random piece of junk mail to be tossed aside.

Because you are trying to drum up new business, you want to make sure this letter is perfect. Every word must be spelled correctly and the grammar must be accurate. The language used in this letter could be the difference between getting a new client and losing business. If the letter is written poorly, it could be of a great detriment to your company.

Start the letter with the proper formatting including the date, address of the company and the person who has the authority to make decisions. Always use a formal name like Dr. Carrie Snyder and not an informal Dear Carrie. The reason behind this is you want to recognize their hard work and the accomplishment of their position.

Opening Paragraph needs to be Captivating!

The opening paragraph needs to be captivating and let the readers know why they need your services. Choose the opening statement well because it could mean the difference in the letter being read and one that is put in the trash. It’s always good to start out telling people how they can save money. In these economic downtrodden times, savings is the first thing on many people’s mind.

Show how this Product or Service Saves them Money

The second paragraph of the business proposal letter should allow business people to see the benefit in your services. Show them how your service can save them money and increase their business. Break it down into details how they cannot live without this product or service. By bringing your company across as having a problem solving opportunity, you will get the reader’s attention and make them think about what you are offering. Another trick in writing a letter of this nature is to break it down into small paragraphs. People tend to not want to read a big long paragraph. Short paragraphs work best.

Include Your Companies' Qualifications

​Be sure to include your companies’ qualifications. If your services require them to come to your office, describe how adequate and posh your facilities are. Talk about the employees that work there and how well trained they are. By giving a short background of the company and the quality staff members it makes the entire company seem more capable of doing what is said. Here is a sample letter.

​Sample 1 - Business Proposal Letter

​ABC Global Advertising
12678 Nancy Wilson Way
Chillicothe, Ohio 45601

Attn: Caroline Smith

Dear Ms. Smith,

Are you tired of spending the companies’ money trying to gather new leads each week? We know how hard it can be to make cold calls and come up with little to no interest. Like any growing business, you need solid leads to work from each week. Because you are a national advertising agency, you have a big opportunity to branch out and make bigger money. 

Lead Smart has been helping companies like yours for over 10 years get the leads they need. We too are a nationwide company and can provide your business with good leads. This permits business to stop using ineffective methods that include cold calls. Our leads are 100% generated from internet questionnaires that companies have responded too. These are potential customers who have specified they have a need of your type of services and want to hear from your company. 

Our company has employees who have been here since the day we opened. Our workers are knowledgeable and are willing to go the extra mile for our customers. We don’t just hire anybody to handle our business. We selected the best of the best to service our customers. At Lead Smart, we understand that you’re not just a number and you will always get the best customer service around. 

If you are tired of scrounging for leads for new business and need help, we are the ones to call. Our fresh leads and pulled right from the internet on a daily basis. Call today to see how we can save you money and generate new business. 


Tom Evans
President of Lead Smart

Sample 2 - Business Proposal Letter

ABC Marketing Experts
443 Anywhere Drive
Rockford, IL 61101
Attn: Mr. Ben Smith

Dear Mr. Ben Smith,

Are you looking for a new and better way to spend your company’s resources on gathering new business leads every week? Our organization understands how difficult and frustrating it is to make numerous cold calls day after day that lead to very little interest overall. Every thriving business needs solid leads each and every week in order to survive and grow. Since you are such a high-profile marketing agency, you have a golden opportunity to expand and reap bigger profits.

New Leads, Inc. has been assisting companies and other organization like yours for more than 8 years. Our company enables businesses to stop implementing unsuccessful methods like cold calling or direct mailing in order to gain new leads. Our solid leads are derived from Internet questionnaires that certain companies have already responded to and are interested in. Basically, these are potential clients who have specifically shown a keen interest in your products or services and are simply waiting for you to contact them.

Our experienced staff is quite knowledgeable and always goes the extra mile on behalf of our customers. We are very selective about who we hire to handle our business, which is why we’ve chosen only the finest people available to work for our organization in order to best serve our clients. At New Leads, Inc., we know how valuable you are to the livelihood of our own organization and therefore take your needs and concerns very seriously. Great customer service is our top priority.

If you’re fed up of begging for leads that will potentially boost your business, New Leads, Inc. is here to help. Our leads are fresh and come straight from the Internet every day. Contact us today to take your business to a whole new level while saving a great deal of money along the way.


(sign your name here)

Thomas Smart
CEO of New Leads, Inc

Sample 3 - Business Proposal Letter
Name of Sender
Name of Sender’s Plumbing Company
Address of Company
City, State, Zip Code


Name of Building Manager or Owner
Address of Manager or Owner
City, State, Zip Code

RE: Apartment Complex Plumbing Services

Dear Name of Manager or Owner,

This letter is intended to formally propose plumbing services for the Name of Apartment Complex. We have been successfully maintaining the plumbing systems in more than 10 apartment complexes in CITY, for the past 25 years and would be happy to give testimonials from our customers. We respond 24/7 to all emergency requirements and make sure the plumbing in every apartment is working efficiently.

A service maintenance contract from us offers a significant savings compared to calling a plumber every time there is a problem. It also takes the responsibility from your shoulders. We give you a 90 day guarantee on repairs and new installations for parts and labor. 

I have included a copy of the standard contract that gives an estimate for the cost. However, it can be modified to your specific requirements. I would be happy to talk to you about our services and answer any questions. I can be reached at [555-123-4567] or at [].

Signature of Plumbing Contractor
Printed Name of Plumbing Contractor
List of Enclosures: copy of standard contract

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