Writing a business proposal can be a daunting task, but with a little preparation and understanding of what makes a proposal effective, you can increase your chances of winning the project. Here are some tips for writing a winning business proposal:

1. Understand the client's needs and objectives. Before you start writing your proposal, take the time to thoroughly research the client and their business. This will help you tailor your proposal to their specific needs and objectives, which is key to creating a winning proposal.
2. Clearly define the scope of the project. In your proposal, be sure to clearly define the scope of the project, including the specific deliverables, timeline, and budget. This will help the client understand exactly what they can expect from your business and help prevent misunderstandings down the road.
3. Highlight your unique selling points. In your proposal, be sure to highlight your unique selling points and how they align with the client's needs and objectives. This could include your experience, expertise, and track record of success in similar projects.
4. Use compelling language and design. Your proposal should be written in clear, concise language and should be visually appealing. Use headings, bullet points, and other design elements to break up the text and make it easier to read.
5. Proofread and edit. Before you submit your proposal, be sure to carefully proofread and edit it for grammar, spelling, and clarity. A well-written proposal shows that you are professional and detail-oriented, which can help you win the project.

By following these tips, you can write a winning business proposal that impresses the client and increases your chances of winning the project.

‍The golden rule – tailor it

When it comes to pitching for new projects, a pre-made proposal simply won’t cut it. Don’t fall into the trap of creating a one-size-fits-all document to replicate from project to project. That’s the quickest way to lose business. Each proposal should be carefully customized to convey that – without question – your company is the right one to take on the job. Everything in your business proposal must be written with each individual project in mind. 

‍A tip: This doesn’t mean changing the format of your business proposal for every pitch. You can template your formula and layout which will make it simple to write for each new project. The important thing is to ensure that the information inside is relevant and tailored to the client’s needs.

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Start off strong

The start of a business proposal should convey two things straight up: 

1. A project statement to articulate your understanding of:

• what the client needs
• why they’re seeking your product or service
• what success looks like, and 
• how your company can achieve the project objectives.

2. Pricing: one of the primary purposes of a business proposal is to understand costs. Make sure that you include a pricing summary at the beginning of the document. 

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Be specific

In your executive summary, you should expand on your project statement, explaining how your organisation’s capability is aligned to the project objectives. The key here is to avoid broad motherhood statements and corporate buzzwords. Instead, home in on how your expertise, knowledge and skills will translate to project success, focusing on how your plan to deliver on specific objectives. 

‍A tip: Resist the temptation of borrowing content from past proposals or company profiles. Write specifically for the task at hand – it will not only show that you have properly interpreted the project, it will sell your service in a far more authentic way. 

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Don’t sugar coat it

Be upfront about the foreseeable challenges of the project. Outline what these challenges are and how you would overcome them if appointed. 

‍A tip: Show that you are an expert at overcoming these challenges through the utilisation of case studies.

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Budgeting, timelines and deliverables

Arguably the most important part of your proposal. The project budget, timeline and deliverables will not only play a pivotal role in winning the pitch, it’s what the client will hold you accountable to if you’re successful at securing the business. 

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Expand on your pricing summary and include a comprehensive outline of costs and expectations, such as progress payments at different intervals of the project. 

Include a timeline of key dates and deliverables to further illustrate your understanding of the client’s needs. 

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This is also the section where you can outline your project management methodology, such as taking an Agile approach, which further reinforces your capability and expertise in delivering on-time and on-budget. 

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Profile your people

Introduce the team who will be assigned to the project, including professional photographs and a short bio to illustrate their proficiency to tackle the task.

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Let your clients do the talking

Pepper your proposal with case studies and testimonials of your past clients and their successes. As with all sales material, the most effective way to convey your competence is through the endorsement of your work from past customers. 

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Invest in graphic design

Your proposal should look as high-class as the product or service you deliver. That means getting it professionally typeset. Business proposals can be heavy-going on content and a graphic designer will have the eye to lay out your document in a way that is eye catching and easy to read. 

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Spark action

Include a call to action to round out your proposal – something that will compel the customer to engage with you and, ultimately, move forward with you. For example – it could be setting up an obligation free meeting to ask questions and explore your offering further.

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Proof it to perfection

Appoint a seasoned editor to check your content. Nothing is more off-putting to a prospective client than a proposal with errors in it.

A tip: As important as spelling and grammar is the structure of your proposal. The writing needs to be engaging, punchy and naturally flow from start to finish so that it tells a logical and easy-to-follow story. 

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