The quality of written business communications of a company says a lot about it.
To gain write outstanding business proposals, participate in Business Writing Training Course offered by pdtraining in Christchurch, Auckland and other cities in New Zealand.
In Part 1 of this series we reviewed the basic information required in a standard business proposal. In Part 2, we review options for the formatting of a professional business proposal. There is no one universal format for business proposals. The format that you should use depends on: 
Intended recipient of the proposal: Some companies and institutions require formal, structured, and very detailed proposals. For example, government agencies requesting bids for use of public funding require that you outline to the letter how the money would be spent and how the expenditure would go to the target result. They may request additional information like your business plan and financial statement. Proposals like these can be as long as 100 pages. They usually require a cover letter, apart from the proposals itself. Others are more relaxed; they can be as short as 1-2 pages. Proposals submitted through online marketplaces, for example, do not require much structure due to the informal medium of communication.
If you’ve already established a relationship with the other party, you need not include the ‘selling’ part of your proposal – you can go straight to pricing and deliverables. Deliverables that don’t require much technical explanation can be presented in bullet form.
The scale/ scope of the project: Others are guided by how big the project is. Large projects require a more detailed proposal, while proposals for smaller tasks can be written using a more informal format.
As a guide, take your cue from the way the Request for Proposal (to be discussed in a later module) is written. If the request is written in a formal and structured fashion, then respond similarly. If the request is presented in a more relaxed fashion, then you can be more relaxed. If they are asking for specific information from you, then include it in the format. If you’re uncertain, inquire with the company/ institution how they’d like your proposal to be presented. There’s nothing wrong in asking!
As a guide, take your cue from the way the Request for Proposal (to be discussed in a later module) is written. If the request is written in a formal and structured fashion, then respond similarly. If the request is presented in a more relaxed fashion, then you can be more relaxed. If they are asking for specific information from you, then include it in the format. If you’re uncertain, inquire with the company/ institution how they’d like your proposal to be presented. There’s nothing wrong in asking!
Writing the Proposal
Make sure your business proposal is:
- Targeted: On target means that you have carefully studied what the other party’s need is, and you can show that you are their best option in addressing that concern.
- Well-substantiated: Substantiated means filled with evidence to back your claims. Decide which facts or statistics best support the project. Substantiation may also come in the form of a carefully thought out project plan.
- Persuasive: Always keep your prime selling point in mind and make sure your writing emphasise it. Keep your tone proactive and optimistic. Don’t give generic content; demonstrate how your proposal is better than others they would receive.
Unsolicited proposal requires a harder ‘sell’ than solicited ones.
- Organised: A winning proposal is easy to evaluate. Picture the evaluator with a checklist in hand going through your proposal — check, check, check. Give the other party the information that they want, in the order that they want it. Get rid of all unnecessary detail.
Pdtraining delivers 1000’s of professional development courses each year in Wellington, Auckland, Napier, Christchurch, Hamilton, Dunedin and Tauranga, so you can be assured your training will be delivered by a qualified and experienced trainer.
All public Business Writing Training courses include am/pm tea, lunch, printed courseware and a certificate of completion. Customised courses are available upon request so please contact pdtraining on 1300 121 400 to learn more.