Category: Advices

Writing A Response To A Government Rfp

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Writing a Response to a Government RFP

When writing a response to a Government RFP, your team will need to accomplish all of the items below, some simultaneously and others independent from one another.

Read all sections of the RFP
To get a handle on the overall scope of the intent the Government has for issuing the RFP, it is good to read, not only the main RFP document but the attachments as well. You will often find specific requirements deep in one of those documents which, if missed, could make you non-compliant. The slightest deviation from the proposed requirements could cause your proposal to get thrown out on a technicality as non-compliant.

The introduction will usually describe the purpose of the RFP along with dates, contacts, and some legal issues. There will often be a Statement of Work or Performance Work Statement describing the specific tasks required as a contractor. It might also have contract clauses, terms, and conditions that will be incorporated into the final agreement if your company is selected. Additional sections include various representations and certifications, instructions to the offeror, and the evaluation criteria and process.
Keep in mind that there are often mistakes and conflicting information as often an old RFP is edited and adapted for a new contract. This is why they have a period for allowing you to ask questions and get clarifications. Since these questions and answers will be published and shared with all bidders as an amendment, be careful not to reveal anything that you do not want to be made public.
One key subsection that I always recommend clients review before deciding to move forward is to review any Mandatory/Minimum Requirements. You can have the best proposal, but if you cannot meet the minimum requirements, you are not going to win the contract.

Note the Evaluation Criteria

Understanding how they will measure your responses and the hierarchy of what’s important in their evaluation helps to emphasize those areas. For example, if cost is expected to be “reasonable” and accounts for only 15% of the total score, but your past performance makes up 50% of the score, you don’t need to have the lowest price, but must make a strong case for similar contracts completed in the past.
Pricing is always a key component of any proposal
Even when the price is going to make up only a small portion of the evaluation criteria, believe me, it is still a critical factor in the decision process. Within the range, the lower-cost proposals are going to be more competitive as long as they meet the technical requirements. One caveat is based on what they call a “reasonable price” which takes into account the range of prices being proposed across all bidders. If your price is too high or too low, i.e., way outside the average range, it may not be accepted as they probably think that you don’t know what you are doing.
So, when writing a response to a Government RFP and a detailed cost breakdown is requested, they are especially going to review the amount or percentage of profit. Typically, you are now allowed to charge more than you would your commercial clients. I recommend including a modest profit, but at a rate that you’ll be satisfied with. You don’t want to lose money unless you feel like you are investing in a potentially long term relationship.
This is also where questions can be very useful since if you don’t fully understand what is required to perform the entire scope of work, it will be difficult to provide an accurate fee structure. Submit questions that will help to clarify the tasks and resources required.
Understand the Government’s goals and objectives for the project
Highlight how your solution meets those goals and objectives and the unique benefits your firm brings to the project that they won’t find with other vendors.
Identify and support the benefits you bring with proof of similar projects completed in the past. Often, companies know their reputation, key benefits, past successes, etc. and subconsciously impute that the evaluators know this as well, but keep in mind that they do not have a clue as to who you are, what you have accomplished in the past, and the qualifications the company and your team bring to this contract. You need to tell them and prove it.

Emphasize your key benefits and unique capabilities
You can use call-out boxes to highlight customer support quotes, various accomplishments, and key benefits supported by a narrative that separated your company, services, technologies, or project team from the competition, thereby providing advantages that only you can provide. Of course, tie those advantages to the Government’s objectives for this contract demonstrating why you are the best choice.
Write from the perspective that you will be winning the contract
When writing a response to a Government RFP, do not write from the perspective of “if awarded the contract, we would” do this or that. Instead, write from the perspective that “upon contract award, we will” do this or that. The second method shows confidence that you expect to win the contract.

Create two separate checklists
As you go through the RFP documents, identify all of the compliance requirements to ensure that you do not miss one minute point. When they say, to include 1-inch margins on the pages, add that to your bullet list of compliance requirements. And, when they say “in your proposal include this…”, add that to your bullet list. Your second checklist is your proposal outline identifying every volume, section, subsection, form, attachment, etc. By doing this upfront, you won’t miss anything and won’t get thrown out on a technicality for being non-compliant.

Create a customized template
When you lay everything out upfront, you are more easily able to manage the content development process and not worry about what needs to go on the cover page, cover letter, table of contents, attachments, headers & footers, etc. Then, incorporate your content requirements outline. If you complete all of that upfront, you can concentrate on preparing the narratives for each section with page limits identified where relevant. Writing the cover letter will also help you set the stage for who you are and what you are offering.
Since often, different team members are responsible for pulling together the information for different sections, it’s good to assign those sections upfront so that you can track the progress being made for each. Be sure that your proposal writer/editor edits all content to reflect a consistent voice throughout the documents.

Adapting previous content
If including previously prepared content when writing a response to a Government RFP, do not just cut and paste it into the proposal. Always be sure to adapt it to the specifics of the current proposal by reading through the entire section adjusting wording and references as necessary as well as making any additions to create more relevancy. Old content may be outdated, have references to a different agency, include past dates, and resumes may not be up to date.
Certain information may be generic and easily added such as short project team bios, a brief background of the company, and client testimonials, but for most information adapt it to the current client and scope of work.

Pricing details and rationale
Don’t just submit pricing information but support it with a rationale as to how the pricing was developed, what your assumptions are, and what various options might impact that pricing. If you are open to negotiation, say so, but don’t be vague in your presentation of costs. Instead, be very clear. You can emphasize the value of your proposition based on client satisfaction. Always include “Additional Value Added” services or products that can be identified as Optional Services, but that is included at no additional cost.

The Components Of A Business Proposal

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Construction of your Business Proposal

A business proposal, unlike a government solicitation response, is more flexible, allowing you to present your company, its key qualifications, benefits, and expected outcome in a manner that creates a persuasive case for selecting you over the competition.
Although there are components that are always included in creating a foundation, the key strategy will be specific to the industry, client, and services for which you are bidding.

Like every other proposal, the format of business proposals requires your initial strategy to begin by capturing the client’s information and background and gaining an understanding of the problems to be solved by the services provided. The key components that establish the foundation of your proposal will include:

Company Information: Background, qualifications, key benefits that enable your company to stand out from the competition.
Experience and knowledge of the services required: Describe your understanding of the problem being solved, what the client needs, and your solution.
Technical Approach: Description of how you will render the required services, i.e., using what resources and strategies, and who does what, when, and why.
Project Cost: If necessary, break down the costs for an understanding of the pricing components and/or include a narrative.

Cover Page
Include the basic components identifying the client (name, address, and contact person), a title for the proposal that identifies the proposed services, your company information (name, address, and contact person, email, and phone), and the date.
If applicable, include an image that captures the essence of the project and projects a professional appearance for your business.
What is not helpful, are graphics throughout the proposal that are too fancy where your document looks more like a magazine than a professional proposal, so do not overdo the graphics throughout the document unless it clarifies a component of the narrative. And, do not put your content in two columns.

Transmittal Letter/Cover Letter
Provide a brief introduction to your company (years in business, specialization, etc.). Identify the experience your company has that is directly related to the contract and why you are proposing to provide the required services to the client.
Highlight the key benefits that your company brings that set you apart from the competition and will provide confidence in your ability to successfully execute all requirements on time and within budget.
Briefly identify the information provided in the proposal itself. Offer to provide any additional information or answer questions the client may have and have it signed by a senior officer along with their contact information.

Table of Contents
Include a table of contents that mirrors the proposal content with sections or tabs and sub-sections to three levels which each link to the related page. Microsoft Word will automatically create a table of contents based on your headers and sub-headers.

Executive Summary
By providing a high-level overview of the proposal, you can set the stage for what to expect in the proposal content. You can expand on some of the briefs identified in your cover letter and go into more detail.
The goal is to provide brief summaries of each section within the proposal itself under sub-headers identifying those sections and enticing the reader with the solutions covered in each of those sections.
Often, you can create the executive summary after completing the proposal or use the executive summary as your initial outline prior to developing all of the content. This second way will allow you to create an organized strategy prior to the detailed narratives.
You are not trying to explain the details in the summary, but rather highlight the key points in each of the sections of the proposal that identify the client’s problems and your solutions. Allow your executive summary to provide a high-level overview and then leave the rest of the proposal to explain the details.

Introduction
Provide your understanding of the project, its importance, and the benefits that will they will receive as a result of your services under the contract.

Description of the Project and your Technical Approach
If a specific format of the business proposal is requested, be sure to follow their format and organizational structure.
Describe in a detailed narrative how you will provide the required tasks/services, what resources you will use and who will do what, when, and how. Possibly provide a schedule of events or a Gantt chart showing over time when those tasks will be conducted.
Be specific and define clearly your aims and goals, as well as your methodology and approach. Describe the contract team containing your key personnel and their roles, responsibilities, and qualifications.

Experience/References
Provide profiles of past projects similar in scope and size with details that include the organization name, address, contact person, contract amount, period of performance, and a description of the services or tasks accomplished.

Pricing/Cost Proposal
Include your overall estimated cost for the project with descriptions of variables that could impact the cost or negotiated items with alternatives and how they will impact the overall contract amount.

Your Guide To Request For Proposals

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Your Guide to Request for Proposals

An RFP is a solicitation from an organization to attract qualified contractors who have the experience and skills to complete a project under contract in order to compare competitive bids. Government agencies and companies use an RFP to provide details of the scope and goals of the services being sought, identify all of the requirements, identify how the proposal response will be evaluated, provide the contract terms, and inform as to the bidding process. The goal is to receive unbiased competitive bids.

The RFP usually identifies a specific format and exactly what information will be required. Often, government agencies use an RFP template for soliciting proposals that have been used with previous projects which tends to end up with contradictions or incomplete information. This is why there is almost always a question period during which bidders can ask for clarification that will help them provide the correct information and price their bid accordingly.

If you are new to reviewing RFPs, you quickly find out that they can appear to be quite complicated and confusing. Even so, there are usually some basic components that are critical for understanding the proposal requirements. These include the Scope of Work/Services, Instructions to Bidders, Evaluation Criteria, Submission Instructions, and Cost/Pricing. It is extremely important that the person writing the RFP is experienced at navigating these requirements and the type of responses desired.

Typically, vendors assign junior employees to put together the RFP, which is then reviewed by a senior executive before finalizing. Often these employees are not too familiar with the technical aspects of the scope of services being requested which can create some confusing content that later needs clarification.

Major Sections of an RFP

Introduction
This will give you an overview of what the organization is looking for and its expectations for a solution.

Purpose
Typically, this will, at a minimum, provide some background as to how they came to require the services sought. It often describes the goals and objectives of the organization and the project and the problems that they are looking to solve. When knowledgeable, they will also provide some insight as to their expectations for the solution sought.

Scope of Work/Services
The Scope of Work or Services identifies their expectations and what they are looking for once the project is completed.

Milestones & Schedules
Sometimes a timetable is provided and the methods for measuring the results. This gives you a good idea as to when project tasks are expected to be completed during the project period.

Cost/Price Proposal or Budget
This usually provides the exact price information required, but sometimes only requests an overall project total. Hourly rates are usually fully loaded rates where details are required: hourly pay rates, G&A, Benefits, Profit, etc. to achieve fully loaded rates.
Price is often just a part of the evaluation while other times they specifically state that the lowest price proposal will be reviewed first and if technically acceptable, then it becomes the winning bid. Payment details may also be provided as well as any discounts for early payments.

Past Performance
Be sure when providing details of past contracts to include everything that they are asking for. This usually includes a contact person and their phone number and email. If they require you to submit a Past Performance Questionnaire to your past clients, do this early in the process so that they are received prior to the due date.

Submission Instructions
The due date and time are critical, so try and prepare your final version the day before it’s due. If they request hard copies, then give yourself a day or more to overnight the proposal documents with proof that it was delivered. Since 2020, hard copies have been on the decline and most proposals are either emailed or uploaded to a website. Be careful when reviewing an RFP Proposal Template-looking solicitation as there may be different delivery instructions presented in the document. It is also common to have to submit hard copies and an electronic version on a flash drive or emailed.

How to Write an Effective RFP
Your main goal is to mitigate the risk of the agency choosing your firm over other competitors. Three key areas are paramount: 1) Proof that your company has successfully performed similar services in the past; 2) you have the key personnel/project team with the required experience and expertise working on similar projects; and 3) that you have the financial capacity to manage the contract, pay your people, and purchase supplies/services without running out of finances before receiving payment for providing those services. When presenting this information, provide proof throughout to gain confidence that what you are saying is true and reliable. Also, when reviewing the RFP, be sure to get a grasp of the agency’s key criteria, i.e., what is important to them, and address those issues.
Be sure to be clear and concise in your copy. Include all of the information requested, but don’t provide a lot of additional content or documents that are not asked for. Be right to the point and use the same language or keywords used in the RFP so that you are speaking the same language. Your headers and sub-headers should reflect the RFP keywords for those related sections. Use bullets whenever you can to enable easy readability.

Be sure you provide the following basic information:
Title – Take this from the RFP.
Understanding of the Requirements – This is a summary to explain the project and the solution that the agency is looking for.
Company Background – Explain what your company does from the perspective of the RFP requirements and provide a brief history.
Contact Information – Include details for your company’s point-of-contact who is in charge of the proposal.
Other important issues to keep in mind when writing your proposal response: Answer the question, why should I choose your company, and what unique qualities do you bring that others don’t?

Conclusion
If you can mitigate the risk of choosing your company over the competition, your proposal will rise to the top of the list. If you can differentiate your company from the competition by identifying benefits that the agency will receive that only you can provide, you’ll gain extra points. If you can prove that you have successfully provided similar services to other agencies, you’ll gain their confidence and mitigate the risk of choosing your company in a competitive bidding process. And, if your pricing is not too high or too low, but in a competitive range, it will be obvious that you know what it will take to successfully take on the project.

Tips For Writing A Winnable Proposal

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Tips for Writing a Winnable Proposal

Communicating that you understand of the government agency’s needs for the services requested is extremely important and the first step in gaining confidence in your firm’s ability to deliver the required services. Let them know that you understand why it is important, why it is a timely venture, and why your company is specifically suited to provide the required services.

While every proposal is going to be different, there are some basic strategies and tactics that hold true for almost every proposal consulting project regardless of the subject matter. First, you must understand that your proposal will be setting the stage for the government’s expectations as to how you will execute the contract itself.

It is critical to present your vision for the project upfront, along with a schedule or roadmap describing when the various phases will take place in your work plan. While the technical specifics will differ, there are key aspects that are common across most proposals.

The three most important things to think about are convincing your audience that the problem is worth working on, and that this problem deserves resources now, as opposed to other things that might be present. Attention and resources compete to convince them that you are the right one to work on the problem versus other people or groups who may have identified similar problems.

Writing a project proposal can be enjoyable. It is also a crucial part of the project planning process. Plans are not worth much if the planning process is not done correctly.

Proposals are opportunities to think broadly about an agenda and reflect on what issues you think are really important. It is also an opportunity to think long-term, often many years in advance, so think about the biggest problems you really want to solve and the best ways to solve them. Since you have a longer period of time to solve a problem, you can think of the best methods to solve it and the best people to work on it, even if you don’t know or know everything about the proper approach now. Thinking about larger problems for three to five years in this unconstrained way allows us as researchers to think beyond the next publication and consider how our work fits into a larger picture.

Coordination of deep structure with strategy

Writing a project proposal can seem like a chore or something that is a requirement for the actual job. But that is not the right way to look at it. Instead, I view project proposal writing as part of the project itself.
Developing a coherent proposal requires a lot of time and reflection; in many cases, I spend a lot of time thinking and planning before I put a single word on the page.
Some of the most successful and creative approaches to solving a problem require spending time to understand the deep underlying structure of a problem and to think broadly to see if there are approaches from other disciplines and resources that might be able to help. The best approaches to problems make connections between two or more disjointed domains and require a deep understanding of the structure of a problem to find the right strategies to solve it. The ability to match the deep structure of a problem with the appropriate strategy can lead to significant breakthroughs.
All of these project ideas required both a deep understanding of a problem and extensive thinking about possibilities. Strategies should adapt to the problem. This takes time and the process cannot be rushed. We must consider the process of formulating the problem to be solved and develop a strategy to solve it as one of the most important parts of the job.

Four Key Questions

Every proposal should aim to answer these questions:
  1. Why is the topic important?
  2. Why devote resources to this problem now?
  3. Are you the right person to work on the problem and why?

The main goal is to convince the reader that there is a problem that needs to be solved and, furthermore, that the world will be a better place if they solve the problem. The ideal is to go even further, i.e., you have to convince the audience that the problem is too important to leave unsolved.
Research proposals often make the mistake of not thinking broadly enough. This is partly to blame for hyper-specialized research areas that can look at important issues too narrowly, leading to incrementalism. When reviewing proposals, I first try to understand the meaning of the problem. If the problem is not worth solving, then nothing else matters.

Watch out for “troublesome excavators.”

Problem excavators. Especially when writing offers, keep an eye out for excavators, especially from the industry. The proposed project does not necessarily have to have a previously known answer; In particular, it should not be able to be solved by simply hiring software developers. Rather, a good proposal presents a major problem that typically requires the application of tools and techniques from multiple disciplines, as well as thought and experimentation, on a timeline that extends beyond the next few months. The industry has the ability to hire armies of software developers to churn out code quickly. If your proposed solution to the problem is simple and the problem is worth solving, there is a high risk that the industry will solve the problem better and faster.
Convince the reader that the problem you are working on cannot be solved by industry and that spending money researching the problem is the best (or only) way to solve it.

Is Now the Right Time?

The problem you are proposing could be an old problem that is ripe for reevaluation or reexamination due to new circumstances. Or it could be a new problem that arose due to changes in time, circumstances, technology, skills, or data. It is important to know what kind of problem you are posing because your readers will want to know why now is the right time to solve it.
Most likely you are reexamining an old problem in new circumstances or tackling a new problem that hopefully has similarities to old problems. It is good to know what kind of problem you are proposing, as it will help you argue why now is the right time to work on the problem.
Why is now the right time?
Old problem, new circumstances. Most of the problems are not new. Almost every problem you think about or formulates has a prior instance. It may not look exactly like the problem you have in mind, but the chances that the problem you have in mind have no previous analogies or similar problems are infinitesimal. However, even if you propose to work on a very similar problem that has been proposed in the past, the project proposal it may still be worth it. Old problems are often worth looking at again.
And while the problems you may encounter may seem entirely new, they likely have an analogy to problems people have already explored. This is good news because you are not completely lost in the woods while trying to solve the problem. And yet, in such situations, it is even more important to think broadly about possible solutions, since a problem is never completely new, but how analogous problems have been studied or approached can help provide an important point.
Why are you the best choice?
Perhaps one of the most important aspects of proposal consulting is that you and your team get to do the work. You may have convinced the reader that you have identified a difficult problem worth solving, but if you cannot convince your audience that you can solve it, then your chance of success is slim.
You need to create credibility and convince the reader that you are ideally uniquely qualified to do the job you are proposing. Establish your “secret weapon” to solve the problem that others do not have. If possible, build on the successes of your own previous work and build bridges between your previous work and the new project you are pitching. This is where a complicated trade-off comes into play. You have to rely on your past accomplishments to lend credibility to the proposed job, but the proposed work must be visionary enough to encompass three to five years of future work. One way to do this is to include some preliminary work in the proposal to show that your vision is feasible and that you are qualified to execute it. This is not the time to be humble.
Your team and associations. No one person solves important and challenging problems alone. Therefore, it is also important to articulate what resources, in the form of other people, organizations, data, etc., you will bring to your project. Therefore, your proposal should list other people (e.g., experts, strategic partners, direct collaborators) with whom you would like to collaborate on the project, including the role these people will play in your project.
From a logistical perspective, the more comprehensive your plan is for how the different team members and puzzle pieces fit together, the further along you are in the plan. Building a successful team and partnerships behind your project takes time, but will ultimately result in a better project, even if you are ultimately the driving force and leader of the project.

Sell the Ultimate Outcome

If you want people to enjoy reading your research proposal, then the proposal must tell a good story which, of course, has to be of a certain type and written in a certain style One of my favorite recipes for telling a story is to build the context of the problem, explain why the problem is important and difficult to solve, and then draw a stark and succinct contrast between your approach and any previous approach.
When providing consulting services for proposals, tell the reader what makes your work stand out and why it is likely to succeed where others have failed or fallen short. In fact, he paints his work as so promising and so different from the approach of others that it would be foolish not to fund the proposed work because no one else will, and failure to do so could result in a missed opportunity that would lead to a breakthrough.

Proposal Writing Mistakes Most Companies Make

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Proposal Writing Mistakes Most Companies Make

Even the most qualified bidder in the proposal process can lose because of various mistakes made when presenting their information. Often, extremely competent contractors are technically adept and expert at what they do, but when it comes to marketing their services, they struggle. It can be very frustrating when your proposal does not win the bid, especially when you have spent a great deal of time and effort writing it.
One major error that companies make is acquiring a proposal template sample and then cutting and pasting their information into it. This is most often a serious cause of failure and there are many reasons why. The major reason is that every RFP is different, and the minutia provided in the requirements can easily be overlooked. The truth is that each proposal needs a customized response targeting the specific goals, objectives, and requirements of the solicitation.

COMMON CONTEXTUAL MISTAKES

These common mistakes should be avoided when preparing your proposals:

Focusing on what you want to say rather than on the government agency’s goals and objectives

You want to focus on what your client wants to know and how you are going to provide a solution to their needs. It must be clear how you will solve their problems or service their needs in order to achieve their vision for a solution. Demonstrate exactly how you will achieve their requirements and prove that you have the experience and project team to do it successfully.
Failure to demonstrate to the client that they will receive a significant return on investment
Describe how your client will receive a return on their investment. Based on the facts of the project, you will stand out from your competition. This does not have to be monetary, but rather a series of benefits tied together with their goals and objectives for the project.

Lack of the use of images and graphics
Use graphics, figures, and tables to support and/or present some of the critical information you want to communicate. These methods make it easier to read and visualize the information that you are trying to articulate.

Failing to differentiate your business from the competition
What strategies or technical approaches/methodologies will you bring to the project that are unique in the industry or proprietary to the business that sets you apart from your competitors? Emphasize methods you use or added value that you bring that other company to do not. Compare the typical approach to yours, why the other approach is weak, and why yours is superior. Be positive by stating that while you used to use those methods, over the years you found a more effective approach.

Being too wordy and over-describing your approach
Keep your content to what is requested and be sure to make your responses clear and concisely written. Use more graphics. Use bulleted lists. Use tables and charts.

Not responding to every detail requested in the RFP
Provide some kind of response even when you don’t have a good answer or don’t want to address the item. You can always state that upon contract award you’ll implement this or that program.

Copy and Paste, Typos, and Grammar Issues
Be sure you have the appropriate people to prepare the copy with the correct grammar and punctuation. Do not just copy and paste information from previous proposals or use a proposal template sample. Customize that information specific to the proposal at hand. Often, previous client names get left in pasted content causing an unprofessional response to say the least.
Not demonstrating how your company will add value to the client
By understanding your client’s needs and requirements you will be able to demonstrate how your service will create real value for your client. This is typically something new, that adds more value, or results in a better end product. This will be specific to each client.

TYPICAL TECHNICAL MISTAKES
Not being compliant and following the specific instructions
Just because you know that you can provide the services requested better than any other company, the client usually does not have a clue. You need to explain that to them and prove it. And a key component of this is responding to each and every detail they request in the RFP regardless of if they ask for the same or similar information multiple times. They have a checklist, and you want to get checked off for responding to every item.
Be sure you can meet all of the minimum requirements. You can have the best proposal overall, but if you cannot meet all of the minimum requirements, you are not going to win the bid…Don’t bid on that one.

Not focusing on the client
Throughout the proposal, focus on the client’s goals, objectives, needs, and wants, not those of your company. This is a common mistake.
Not using a third party to review the final proposal before submission
Often, when writing and reviewing the proposal content, the key person putting together the proposal inputs words and punctuation that are not there, as they understand perfectly what they are communicating and do not see the errors. Have a third-party good at grammar and punctuation review the final content to ensure that it is understandable and written correctly.

Not requesting a debrief
When you do not win a competitive bid, find out where you were weak in order to improve your responses for future success. You can also request a copy of the winning proposal and compare it with your submission.
Even when you do win, find out what it is that made the difference between your proposal and the others. This way you can continually improve your proposals going forward.

Cover Letter: What is it & How to Write it?

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It’s not easy to effectively present your company to someone, you need to have an effective communication plan if you want to convince someone to sell your product or service.

Set your product or service apart from others and convince people that your proposal is the best one… and that’s when a proposal cover letter or executive summary enters the picture!

A proposal letter can give you the edge you need to grow your company. To write an ideal proposal letter, there are a few things you must understand.

In order for you to succeed, we will provide you with all the knowledge you need about a proposal letter in this blog article.

Definition of a Proposal Cover Letter?

A proposal letter is a type of business letter that you use to introduce someone to your product or services. It could be a new product, service, or project that you want to bring to their attention. The key to a proposal letter is to be clear and concise about what it is that you’re proposing, and why you think it’s a good idea.

There are different types of proposal letters, but they all have the same goal: to sell a service or product. Whether you’re trying to get a client on board with your new product line or convincing your boss to invest in your latest project, the principles are the same. The best way to write a winning proposal letter is to keep it short and sweet and make sure that your argument is airtight.

The letter should contain a detailed description of the products or services provided by your company, along with how they would benefit the client.

Why you should Create a Proposal Letter?

When you’re trying to land a new client or project, the first step is always to create a proposal letter. This document is your chance to make a great first impression and sell your potential client why they should work with you.

In addition to increasing your chances of landing a client, creating a proposal letter has other advantages for your company:

Provides a roadmap

First, it forces you to think through your idea and what you hope to achieve with it. This process can help you clarify your goals and objectives, which is essential for any successful project. It forces you to think through all aspects of your project before you even begin. This includes identifying your target audience, developing clear goals and objectives, and outlining a strategy for how you will achieve them.

Additionally, a well-written proposal letter can make a strong impression on potential investors or partners, helping you secure the support you need to move forward.

Addresses risks

A proposal letter is a tool that can be used to address potential risks in a project. By outlining the risks and their possible impact on the project, a proposal letter can help to mitigate these risks. Doing so can help to ensure that the project is completed on time and within budget.

A well-written proposal letter can also help to build trust between the parties involved in the project. By clearly outlining the risks and their potential impact, it shows that the team is aware of the risks and is taking steps to address them. This can help to build confidence in the team and its ability to deliver on the project.

It demonstrates professionalism and commitment

When you are ready to begin work on a new project, it is important to show your professionalism and commitment to the project. One way to do this is by writing a proposal letter. A proposal letter demonstrates that you have thought through the details of the project and have a plan in place. It also shows that you are committed to seeing the project through to completion.  This can go a long way in convincing a potential client or funder to invest in what you are doing.

A proposal letter can be a helpful tool in securing funding for your project. It can also help to build support for your project from potential collaborators or investors. Writing a well-crafted proposal letter is an important step in ensuring the success of your project.

 

How to Create a Proposal Letter? (Step by Step)

If you’re not sure how to get started, don’t worry. We’ve put together a few tips to help you create a winning proposal letter.

Step 1: Introduction and background information

The first step is to introduce yourself and your organization (if applicable). Be sure to explain who you are and what your qualifications are for making this proposal. If you are representing a company, you should also provide some basic information about the company.

The introduction should include a concise summary of the entire project and some background information about your firm.

If you have planned to schedule a meeting or have had any previous interactions, mention these in your opening statement.

In order to make it look like you’re contributing to the discussion on something they were previously considering, you should also address the client’s or partner’s business needs.

Step 2. State your purpose for the proposal

A proposal letter is a document that outlines a plan of action, request, or offer. It is important to state your purpose for the proposal letter in the beginning. This will help the reader understand the context of the letter and what you are proposing. The following tips will help you state your purpose for the proposal letter:

  • Be clear and concise in your statement of purpose.
  • Explain why you are writing the proposal letter.
  • Describe what you hope to achieve with the proposal.
  • Be specific about what you are offering or requesting in the proposal.
  • State any deadlines or timeframes associated with the proposal.
  • Indicate whether the proposal is confidential or not.

Step 3. Defining your goals and objectives

When creating a proposal letter, it’s important to first define your goals and objectives. What are you hoping to accomplish with your proposal? Once you have a clear understanding of your goals, you can begin crafting your letter.

Here are a few tips to keep in mind when defining your goals and objectives:

  • Be specific. Your objectives should be specific, measurable, achievable, relevant, and time-bound. In other words, they should be SMART goals.
  • Keep it simple. Don’t try to accomplish too many things with your proposal letter; focus on one or two key objectives.
  • Make them relevant: Make sure that your goals and objectives are relevant to the needs of your potential client.

Step 4. Discuss the utilization of budget and funds

When you’re writing a proposal letter, it’s important to make sure that your differentiators are clear. By highlighting what makes you and your company unique, you’ll be more likely to win over the client.

Here are a few tips on how to make your differentiators stand out:

  • Make a list of all the ways you’re different from your competitors.
  • Highlight the most important points in your proposal letter.
  • Use strong language to emphasize why you’re the best choice for the job.
  • Back up your claims with evidence, such as customer testimonials or case studies.
  • Explain how your differentiators will benefit the client specifically.
  • Use simple language that everyone can understand – avoid jargon or industry-specific terms.

Step 5. Highlight your differentiators

The client or business partner should be given a general estimate of the overall expenses associated with the deal. This does not imply that you must provide a complete budget and financial breakdown. Instead, a detailed explanation of the costs should be provided. This part is crucial since the ultimate decision-making process heavily considers a project’s cost.

Step 6. Call to action

The most important part of your proposal letter is the call to action. This is where you tell your potential client what you want them to do, and how you can help them. Here are some tips for creating an effective call to action:

  • Be clear and concise. Your call to action should be easy to understand and follow.
  • Be specific. Tell your potential client exactly what you want them to do, and how you can help them.
  • Be persuasive. Use strong language to convince your potential client that they need your services.
  • Use a strong close. End your letter with a powerful statement that will leave a lasting impression on your reader.

Step 7. Close the letter and provide contact details

The final step in creating a proposal letter is to close the letter and provide contact details. This allows the reader to know how to get in touch with you if they have any questions or want to discuss the proposal further.

To close the letter, thank the reader for their time and let them know that you look forward to hearing from them soon. Include your name, title, and contact information below the signature so they can easily get in touch with you.

Conclusion

In conclusion, a proposal letter is a document that states a problem and proposes a solution to that problem. It is important to remember the basic structure of a proposal letter when writing one, which includes an introduction, body, and conclusion. Following these tips will help you write a successful proposal letter.

How to Write an Executive Summary: Step-By-Step

Advices, Proposal templatesPublished onUpdated on

Picture this: You’re in a bookstore, and you come across a cool-looking book. Great title. Looks like somebody cared enough to make the cover look good, too. There’s just one thing, though. You don’t know who the author is.
Should you take a chance on him? Will the book be worth your time and money? To find out, you start reading the description. “Nah,” you tell yourself a minute later, “I’ll pass,” suddenly visualizing the piles of crime novels sitting on your bedroom floor still waiting to be read.
Now imagine that instead of a contract employee deciding whether to buy a book, you’re an investor looking for a project to finance. You pick up the first file in a stack on your desk. Instead of the blurb on a hardback’s dust jacket, you go over the executive summary.

Will you want to know more about the project? Or toss the file where it will never be seen again?
The answer will largely depend on what the executive summary says.
An executive summary condenses a much longer document and conveys its findings, takeaways, and recommended action plans. It often appears as the introductory section of a research study, white paper, or business plan. In project management, it accompanies documents such as a project proposal, statement of work, or project charter.
Usually 1-4 pages long, depending on the size of the document it’s based on, it provides readers with an overview of the major points so they don’t have to read the entire material.

As is characteristic of summaries, the executive report summary is usually the last to be written and the first to be read. However, there is no rule saying it has to be written last. You can, of course, write it first and use it as a loose outline to be refined later when your project proposal or business plan is done.
Sometimes referred to as the management summary, it’s also the most frequently read section of a document and, in some cases, the only portion an executive or investor might read.

So if you’re looking to boost your business budget or secure funding for a project that’s tied to a major business development initiative, treat the executive summary report as your elevator pitch, the hook to lure your target audience into learning more about your project, business plan, or proposal.
What you include in an executive summary will vary depending on the content it covers. For example, a startup plan may contain a description of your product or service, financial projections, key business metrics such as revenue growth, and your funding request.
A project proposal executive summary may provide an overview of the project scope and constraints, a summary of the project resources, a high-level explanation of the change management plan, a description of the major deliverables, and so on.

So think about the type of information your target audience would be interested to know in the few minutes they’ll allot to your executive summary. Also, you may sometimes be required to follow certain formatting guidelines, so review any instructions relating to length and overall format.
The steps below will cover the key components to include when writing an executive summary for a proposal.
Open with a bang. Capture the client’s attention right out of the gate. You do that not by talking about yourself. Talk about them and the issue they’re trying to address.

Here’s an example executive summary format for your opening:

Firefly & Co. is a brand poised to reach great heights in the plus-sized women’s clothing industry. High-quality, reasonably priced basic wardrobe staples — you can’t go wrong with that! Especially with Firefly’s ethical and sustainable production practices.
Evidence of Firefly’s growing clout is its ever-increasing social media following. In just less than a year, it has gained over 1 million followers on Facebook and Instagram. While that is an accomplishment in and of itself, what Firefly fails to leverage are the benefits of an e-commerce store.

Tip: Be concise and direct. Build a solid case, and do so in a captivating way.
Clearly state the problem or goal your proposal aims to address. You want to assure the client or sponsor that you fully understand the situation.
Here’s an executive summary example defining the problem:
All purchases are currently done in physical stores. This limits sales potential and the possibility of gaining new customers. With the upcoming launch of Firefly’s summer bag collection, there’s no better time than now to step up its online presence.

Tip: Be very clear about the business need behind the project. The focus here is the client and their pain point, not you or your company — not yet, anyway.
Next, briefly explain the solution you’re proposing. Then, give them a mental picture of what their business would end up looking like once their problem is solved. You want to touch on the business benefits of the completed project, which will generally come in the form of:
Here’s an example of an executive summary describing the solution and expected outcome:
All this can be done with Shopify, a full-service e-commerce platform that provides retailers with an easy-to-use interface for creating professional-looking websites. It comes with all the features they need to manage product listings, inventory, sales, and customer information. It even offers customers different ways to pay — debit or credit cards, mobile wallets, and more!
These features can better translate Firefly & Co.’s social media success into profits. With a Shopify store, your customers won’t always have to travel to your store to get the Firefly essentials they need.

Tip: Keep things high level while still giving readers something to be excited about.
##promo-body-ecap##
This is where you briefly talk about your expertise and whether you’ve done any similar projects before — your qualifications, essentially. You want the client to know that you or your team can deliver on time and within budget. If you can, include relevant figures to highlight your ability to get things done.

Here’s an executive summary sample offering proof of your expertise:
We, at Wildling Creatives, have used Shopify in multiple projects, and most of our clients have seen growth in sales by up to 50% within six months of integrating their brick-and-mortar store with an e-commerce site.
We’re a team of handpicked professionals with a combined 30 years of experience in e-commerce marketing. We’re certified Shopify experts, and with our eyes for good design, web development skills, and expert knowledge in business and e-commerce, we’ve been helping brands like yours create and improve their online shopping presence for years.

Tip: Talk about your strengths, but never lie. Make sure the numbers you include are accurate. If you haven’t already, use project management software for easier tracking and retrieving of key project management metrics such as return on investment and profit margin.
Explain why they should work with you and what they can achieve by doing so. Your call to action can also include your contact information, in case the executive has a question.

Here’s an example:

E-commerce is the way forward. Done right, an unprecedented sales boom is just around the corner.
By partnering with Wildling Creatives, not only will Firefly & Co. significantly boost local sales and improve brand recognition, but it will also open its doors to international customers. We’ve done it for swimwear superstar Bonnie Smith Swim Co., and we’re confident we can also turn Firefly & Co. into the global success it’s meant to be.
If you’re ready to take the next step, this proposal outlines in more detail what you can expect and how we’ll do it. If you have any questions, I’d be happy to personally take your call at (55) 555-5555.

Tip: The goal of an executive summary is more to sell than describe, so this is where you try and close the deal.
To get a better sense of how different executive summaries look, here are templates you can download from rfply.com

Now that you’ve written your executive summary, you want to give it a run-through before you send it off to investors, clients, or potential partners. Be sure to check for the following:
An executive summary should be brief, usually just one or a few pages long. It cannot be comprehensive. If your reader has questions, they can read the details in the proposal or business plan. As a rule of thumb, the length of your executive summary should be between 5-10% of the full report or proposal.

Avoid jargon. Use language your target audience understands. Writing for medical experts will be vastly different from writing for people in finance.

Discuss the major points in the same order as they appear in the full document. Refrain from introducing information not found in the proposal. And, of course, edit and proofread. You don’t want any typos or errors in your executive summary.
Check if there are any formatting guidelines to follow. Otherwise, structure your executive summary in a way that’s easy to skim. Instead of long blocks of text, use bullet points to break down complex information, headings/subheadings to organize topics, and even images to enhance the reader’s understanding of the summary.
Also, it’s a good idea to get someone to critique your executive summary to see if there’s anything you’ve forgotten to include.

A project goes to the project planning stage because the client or a body of decision-makers believes it can solve a problem. But before that, the project manager or service provider writes a proposal, which generally takes time to write. Surely, you don’t want all your efforts to go to waste.

With a well-written executive summary, you get to highlight all the good points of your proposal and entice your target audience to take action.