How to Write a Business Proposal (Templates Included)

A business proposal is a formal document used to persuade a prospective client or partner to engage with your services, purchase your product, or enter a partnership. It outlines your offering, the problem it solves, and the benefits to the recipient.

Whether you're a freelancer, agency, or startup founder, mastering proposal writing can make or break your deal-closing game.

What is a Business Proposal?

A business proposal is not a business plan. While a business plan outlines your internal goals, a business proposal is an outward-facing document aimed at a specific audience. Its purpose is to sell your services or product to a potential client or partner.

There are two types of business proposals:

• Solicited Proposals: Created in response to a formal Request for Proposal (RFP).

• Unsolicited Proposals: Sent to prospective clients without them requesting it, often used for cold outreach.

Why Business Proposals Matter

• They help you articulate the value of your offering.

• They formalize your intent and professionalism.

• They improve your conversion rates by laying out expectations clearly.

How to Structure a Business Proposal

Here’s a simple format that works across industries:

1. Title Page

Include your company name, logo, proposal title, and the date.

2. Executive Summary

Summarize the purpose of the proposal, the problem you're solving, and the desired outcome.

3. Problem Statement

Clearly identify the client’s pain points or needs.

4. Proposed Solution

Explain how your product/service solves the problem. Include timelines, deliverables, and your approach.

5. Pricing and Packages

List your pricing transparently. Consider offering tiers or custom options.

6. About Us

Include company background, team bios, testimonials, and past work to build credibility.

7. Terms and Conditions

Lay out payment terms, timelines, cancellation policies, and legal disclaimers.

8. Call to Action

Encourage the client to accept the proposal, schedule a meeting, or sign a contract.

Business Proposal Writing Tips

• Personalize it. Reference the client’s needs and business name.

• Be concise. Keep it simple, engaging, and easy to scan.

• Focus on benefits. Talk more about the outcomes than the features.

• Use visuals. Charts, timelines, and illustrations help clarify complex concepts.

Best Tools to Write and Share Proposals

Here are a few tools that simplify the process:

• Plox – plox.in: Securely create, share, and track who views your proposal. Get insights on what section your client read the most.

• Canva – Design beautiful, branded proposals quickly.

• Better Proposals – A drag-and-drop proposal builder with templates.

• PandaDoc – Great for e-signatures and real-time tracking.

Free Downloadable Templates

Choose from these professionally-designed proposal templates:

1. Basic Business Proposal Template – PDF

2. Marketing Services Proposal Template – DOCX

3. Freelancer Project Proposal – Google Docs

4. Startup Pitch Proposal – PDF

5. Design Agency Proposal Template – PPT

Conclusion

Crafting a business proposal is both an art and a science. The better your proposal speaks to a client’s needs and presents your solution, the higher your chances of winning the deal.

Use tools like Plox to not just send proposals, but to track, manage, and improve how they perform. Know when your document is opened, which section was read the most, and get ahead of the decision-making process.