A well-crafted business proposal can help you secure new clients, partnerships, or funding. Whether you’re pitching to a potential customer or an investor, your proposal needs to be clear, persuasive, and professional.
In this guide, we’ll cover 10 essential steps to create a business proposal that stands out and gets approved.
1. Understand the Client’s Needs and Expectations
A winning business proposal focuses on solving the client’s problem.
How to Identify Client Needs:
✅ Research their business, challenges, and goals.
✅ Ask key questions to understand their expectations.
✅ Align your solution with their pain points.
📌 Example: A digital marketing agency pitching to a local restaurant should highlight how SEO and social media ads can bring in more customers.
2. Choose the Right Business Proposal Format
A proposal can be formal or informal, depending on your industry and audience.
Common Business Proposal Types:
📌 Solicited Proposal – A response to an official request (RFP).
📌 Unsolicited Proposal – Sent without a request but offers a valuable solution.
📌 Informal Proposal – Short and to the point, often via email.
📌 Grant Proposal – Used to request funding from investors or organizations.
📌 Example: A startup seeking investment should use a formal, data-driven proposal with financial projections.
3. Write an Attention-Grabbing Executive Summary
The executive summary is the first thing your audience reads—make it compelling.
What to Include in an Executive Summary:
✅ A brief overview of your proposal.
✅ The problem and how your business provides the solution.
✅ The key benefits for the client or investor.
📌 Example: Instead of writing “We offer web design services,” say “We help businesses increase conversions by 30% with high-converting web design.”
4. Clearly Define the Problem and Your Solution
Clients approve proposals when they see value in your solution.
How to Present Your Solution Effectively:
✅ Describe the problem in a way the client relates to.
✅ Explain how your product or service solves it.
✅ Provide real examples or case studies.
📌 Example: A cybersecurity firm can showcase how its software prevented 95% of hacking attempts for previous clients.
5. Outline the Project Scope and Deliverables
Set clear expectations by defining what’s included in your offer.
What to Include in the Project Scope:
✅ A step-by-step breakdown of deliverables.
✅ A timeline for completion.
✅ The roles and responsibilities of both parties.
📌 Example: A content writing agency can list 10 blog posts per month with keyword research and SEO optimization.
6. Provide a Detailed Pricing Structure
Your pricing should be transparent, flexible, and value-driven.
How to Present Pricing in a Proposal:
✅ Offer multiple pricing tiers if possible.
✅ Break down costs per service for clarity.
✅ Justify the price by highlighting the ROI (Return on Investment).
📌 Example: A business coach can offer:
💰 Basic Package – 4 sessions for $500/month
💰 Premium Package – 8 sessions + email support for $900/month
7. Include Social Proof (Testimonials and Case Studies)
People trust real-world success stories more than sales claims.
Ways to Add Social Proof:
✅ Include customer testimonials and success stories.
✅ Show measurable results from previous projects.
✅ Feature client logos or awards for credibility.
📌 Example: A graphic designer can include before-and-after visuals of branding transformations for past clients.
8. Add a Call to Action (Next Steps)
Tell the client exactly what to do next to move forward.
Effective Call-to-Action (CTA) Ideas:
✅ “Sign and return the contract to start immediately.”
✅ “Schedule a call to discuss final details.”
✅ “Reply to this email with your approval.”
📌 Example: A freelance consultant can say: “Let’s set up a 15-minute call to finalize the details. Click here to book a time.”
9. Format Your Proposal Professionally
A well-designed proposal increases the chance of approval.
Formatting Tips:
✅ Use clear headings and bullet points for readability.
✅ Keep it concise (2-5 pages max for most proposals).
✅ Use professional proposal templates (Canva, PandaDoc, Proposify).
📌 Example: A tech startup pitching investors should use data visuals and charts to make financial projections easy to understand.
10. Follow Up After Sending the Proposal
Many deals fail because businesses don’t follow up.
How to Follow Up Effectively:
✅ Send a polite email reminder after 3-5 days.
✅ Ask if they have any questions or concerns.
✅ Offer a limited-time incentive to encourage action.
📌 Example: A social media agency can follow up with: “Would love to discuss how we can help your brand grow. Let me know if you have any questions!”
Final Thoughts: Create Proposals That Win Clients and Deals
A great business proposal should be persuasive, clear, and results-driven. By following these 10 steps, you’ll increase your chances of getting approved and closing more deals.
🚀 Your Next Step: What’s the biggest challenge you face in writing proposals? Let me know in the comments!