39+ Free Proposal Letter Template – Format, Sample & Example

June 22, 2019

A proposal letter is a formal business letter in which the sender intends to sell his product or services to the recipient. The proposal can also be that of a project or a deal or to convince the recipient to invest in a project. Nowadays, digital marketing, accounting, and other services are also offered by businesses through a proposal.

Format of a Proposal Letter

The format of this letter is very much like a regular business formal letter. It begins with the name and details of the sender and after that, the date is mentioned. After the date, you will see the name and address of the organization or individual to whom the letter is addressed.

It follows with the subject line and after that, the recipient is addressed in a polite and formal way in the body of the letter. The letter ends with the name and signature of the sender. Usually, this letter has to be crisp and to the point but you also have to ensure that all the details of your proposal are mentioned clearly in the letter itself.

How to write a proposal letter?

A proposal is almost like a request letter. The only difference is that you are requesting the recipient to accept your proposal instead of expecting any favor or reference from him/her. Therefore, the language of the letter must be always polite and respectful towards the recipient and you must also try to be as formal as possible.

Here are a few tips that you can follow while writing a letter for Proposal:

If you are a beginner, then you need to see some samples first before drafting the body of the letter. There are numerous samples available on the internet that would shed light on how a letter is written. Also, while choosing a sample as a reference, be sure that it is the correct sample and its purpose matches with the intent of your letter.

Avoid making spelling mistakes and grammatical errors at all times. Cross check for the same after preparing the final draft of the letter.

Use a polite language in the letter but also make sure that you sound confident while explaining the details of the proposal. Do not forget to mention all the details of the proposal precisely so that you need not draft a second letter for the same.

The reason and subject of your proposal should be accurate and clear enough for the recipient to understand. Try to convince the recipient in a formal way and do not be too aggressive as well.

How to make a proposal letter?

A letter can be sent via an e-mail or you can also mail a physical copy of the letter to the mailing address of the recipient by post. If you are writing the letter on behalf of a company or sending the proposal for a project, then you can also use the letter of the company for writing.

Follow the format of the formal letter perfectly and address the recipient properly. Give the details of your background and mention the purpose of the letter clearly. Also, do not forget to request a prompt response or follow-up letter by the recipient after he/she receives the proposal. Moreover, add necessary documents and other attachments along with your letter that supports your idea of the proposal.

How to write a proposal Email?

The structure and format of a letter remain the same irrespective of whether you are sending a physical copy of the letter or an e-mail. The only difference is that you can directly send to the recipient on his/her e-mail address instead of mentioning the mailing address.

Also, you can provide your contact information, address and other details after concluding the letter when you are writing a proposal e-mail. If you are writing the letter on behalf of your company you can use the company letterhead which already has the contact details and address of your company at the bottom.

The body, language, and size of the letter remain the same while writing a proposal e-mail as well.

Sample Proposal Letter with Example

There are different samples of proposal floating on the internet. Therefore, you can choose a sample if you are writing a business proposal for the first time. The letter can be written for a different business or professional purposes. You can write a proposal for a job or request an appointment with your potential client.

A proposal is usually used to address business issues and nowadays IT companies that provide sales and marketing services are using it on a persistent basis to promote their services. However, sometimes a proposal can also be used for informal purposes such as a proposal for marriage, bridesmaid proposal, etc.

A proposal for services is used to offer services to a particular person or company. Here’s a sample for your perusal:

Dear Mr. Cunnings,

I, Richard Master, am writing this letter on behalf of my company Digital Arts Vaidya. We are a digital marketing agency set up in Strings TX. We offer extensive marketing and SEO services that help our clients to realize their business goals.

We have been informed that you are looking for a digital marketing company that would promote the agro-based products of your company. I would like to inform you that we have been associated with many national and international food brands in the past and we have enclosed their details in the attachment.

Our service packages start at a mere $499 per month and that can be further extended based on the scope and requirements of your business. It includes the promotion of your products on Facebook, Instagram, LinkedIn, Twitter and also the SEO of your website or e-commerce portal. The complete details have been attached in the enclosure. Please have a look at it and do let us know what you think about our proposal.

Thanks for your valuable time and consideration.

Yours sincerely,

Richard Master

Dear Mr. Hunningluns,

I, Farukh Mirza, am writing this letter on behalf of our company Widewood Bridgestone. Last month, we had assigned a project to your company Rigidstone Works that included the construction of a guesthouse on our company premises.

We have learned that the project has been stalled due to the shortage of construction materials. I request you to send the list of materials that you would require to continue with the work and hope that the guesthouse will be constructed within the stipulated time.

Thanks for your support and co-operation.

Yours truly,

Farrukh Mirza

CEO – Widewood Bridgestone

Signature

Dear Mr. Mishra,

I, Anidnya Sen, am writing this letter on behalf of a Smallworld Marketing agency that is based in Illinois. We have been in the marketing industry since 2001 and till date, we have worked with numerous national and international companies and groups.

We have learned that your company is looking to set up a food festival in the city and require someone to design banner hoardings for it. I would like to inform you that we are excel in designing and creating banner hoardings of different sizes according to the requirements of our clients. I have attached the photos of some of our previous works and you will also find our rate card in them.

I’m writing this letter to send our business proposal to you and would appreciate a prompt response from your end. Thanks for your time and consideration.

Regards,

Anindya Sen

Ceo – Smallworld Marketing

Signature

Dear Mr. Sinha,

I, Vivian Rogers, am writing this letter on behalf of our company Steelwood Infrastructure Pvt. Ltd. Your company Silverline Construction has been associated with us from the past 5 years and we are proud to be associated with your reputed firm.

However, we have noticed that you have stopped placing orders for the supply of construction materials in the past few months. We had also called the sales department of your company regarding the same but we did not receive any satisfactory reason or response from them.

Therefore, I’m writing this letter to you to understand the exact concerns and reasons behind this. Also, I’m hopeful that you would continue working with us in the future as well. Thank you for giving us your valuable time and I’m waiting to hear from you.

Regards,

Vivian Rogers,

Director – Steelwood Infrastructure Pvt. Ltd

Signature

Dear Mr. Benjamin,

I, Peter Samson, am writing this letter on behalf of our Elton Advertising Company. We congratulate your company on the launch of your new beauty products.

I'm writing this letter to convey our advertising proposal for your company. We will be advertising your beauty products in some of the top and elite beauty salons and parlous of the country. This will have a direct impact on your sales as the promotion will expose your products directly to customers.

I have attached the details of this proposal in the attachment. Please have a look at that and let me know what you think of this proposal. Thanks for your time and consideration.

Regards,

Peter Samson

Director – Eltson Advertising Company

Dear Mr. Roy,

I'm pleased to inform you that you have been selected for the role of content writer in Graphics Media Solutions. You will be responsible for creating client proposals and drafting social media promotions for their clients.

It will be an internship for the first two months after which you will be considered to a permanent position on the basis of your performance. The remuneration details and benefits provided to all the employees of the company are attached in this mail.

Please have a look at them and convey your response as early as possible.

Regards,

Arundhati Banerjee

Hr – Graphics Media Solutions

Dear Principal,

I, Ruth Kevins, am writing this letter on behalf of Sober Book library located in Chicago. Our library is known for its collection of rare books on academics and literature.

I'm writing this letter to offer you a set of books that guide the students to prepare for any examination or competitive test. I have attached the details and pricing of the books in the attachment. Kindly have a look at them and convey your thoughts on the same.

Thank you for your valuable time and consideration.

Yours truly,

Ruth Kevins

Dear Mr. Samberwood,

I, Harsh Deshkmuk, am writing this letter on behalf of our company Global InfoServices which is a leading IT company in Pune. We offer IT and digital marketing solutions to different industries and businesses.

We have learned that you need a new mobile application for your business. I'm pleased to inform you that we specialize in creating mobile apps and I have enclosed some of our previous works with the letter for your reference.

Please let us know a convenient date and team so that our sales head would come and understand your requirements with a couple of our app developers. I’m hoping for a positive response from your end. Thank you for your precious time.

Regards,

Harsh Deshmukh

CEO – Global InfoServices

Signature

Dear Ms. Lamgorbort,

I, Steven Stallone, am writing this letter on behalf of my company Stallone Transport Services. We are providing transport and cab services to our clients since 2001.

I have been recently informed that you are looking for a regular transport service for sending your goods to different cities. I would like to inform you that we provide transportation services at the most reasonable prices in the market. Please look at the attachment where I have provided complete details of our services.

Thank you for your valuable time and I hope that you would reply soon on receiving this letter.

Yours truly,

Steven Stallone

Signature

Dear Mr. Robinson,

I, Gregory Grey, am writing this letter on behalf of Gregory Constructions & PVT LTD. We are into land development business since 2005 and have been developed numerous residential and commercial complexes and buildings till date.

I have recently heard that your company is looking for a new office in the city area. I’m happy to inform you that one of our commercial projects has just completed and we are offering office spaces on lease and rent. The pricing and other details have been enclosed with this letter.

I’m hoping to hear soon from you. Thank you for your valuable time and consideration.

Yours truly,

Gregory Grey

Dear Mr. Wilkings,

I’m writing this letter on behalf of our organization Agrohealth that focuses on introducing innovative farming methods and agricultural practices. We have been serving rural areas and helping poor farmers of India since 1999.

Over the years we have observed that farmers are not aware of the benefits of multi-crop farming. Therefore, we have decided to initiate a project that will make farmers aware of these benefits. We will also conduct shows and plays for them so that they understand the concept completely.

Though we are confident about the enthusiasm of our volunteers, we are short of funds in a major way. We have heard that being an agro-based industry, you help such reformatory works related to farming and agriculture. Therefore, we request you to grant us some funds so that we could continue working on this project.

Thanks for your time and understanding.

Yours sincerely,

Alay Napkins

Co-Founder – Agrohealth

Dear Ms. Sothkins,

Thank you for providing Finix Accounting Services an opportunity to send you an ‘Accounting Proposal’. As per our telephonic conversation dated 13th June 2019, I have discussed your requirements with our team and they have agreed to work for your firm on your proposed budget.

Here are the services that we would be providing to your reputed company:

Tax consultation

Financial assistance

Payroll Process

We have been associated with many IT companies in the past as well and have earned the reputation of being one of the best accounting firms in the market. We are hoping for a positive response from your end and thank you for giving us your valuable time.

Yours sincerely,

Alex Oxford

Founder – Finix Accounting Services

Dear Ms. Sofia,

I'm writing this letter on behalf of our real estate group Sophisticated Developers and Real Estate Brokers. We have been in this industry since last two decades and have been involved in various projects. I have attached the list of our projects for your perusal.

We are planning to build commercial complexes in the suburban areas of Mumbai. However, we need some investors that would be happy to invest in our projects. I have heard that you have been investing in commercial buildings and projects and therefore I request you to consider our proposal as well.

Our profit sharing and reimbursement policies have also been attached in the e-mail. I'm looking forward to a positive response from your end.

Regards,

Kasley Simpson

CEO – Sophisticated Developers and Real Estate brokers

Dear Mr. Rakshe,

I’m writing this letter on behalf of My India Group. We have been providing our housekeeping services for residential and commercial places since 2011.

I have been informed that you are looking for someone to look after your restaurant rooms and premises. I have attached our previous works with similar clients and have also enclosed other details for your perusal.

Please have a look at them and let us know if you are willing to proceed further on this. Thank you for your time and consideration.

Yours sincerely,

Ajith Sawant

Director – My India Group

Dear Mr. Hendricks,

I, Rogan Rowolds, am writing this letter to apply for the position of graphics designer in your company. I'm working as a graphics designer in Big India marketing agency for the last two years and now looking for new opportunities.

I have been informed that your company Astle Marketing Services is hiring graphic designers for their new project. Therefore, I’m eager to work with your reputed firm and looking forward to your response. I’m accustomed to using numerous software applications like Illustrator, Adobe Photoshop, Corel Draw, etc. and always believe in providing inspirational designs.

Further, I have attached my resume and some of my noteworthy works for your reference. Thanks for your time and consideration.

Yours sincerely,

Rogan Rowolds

Dear Ms. Sinha,

I, Anay Shimpi, am working in your organization for the past 1 year as a sales executive. I’m writing this letter to you to request an increase in my current salary.

I believe that I have worked to the best of my ability during this year and have been successful in hatching numerous new projects for your reputed company. However, I have not received the expected salary hike that you had promised after every year.

Therefore, I request you to consider my proposal for a salary increase. Thanks for your valuable time and I'm looking forward to your reply.

Yours sincerely,

Anay Shimpi

Dear Mr. Narayanan,

I, Nilesh Bhegade, am writing this letter on behalf of our company Sarika Industries. We specialize in providing spare parts to various automobile industries of Pune.

Recently, we are working on a new project for which we require metal scrap materials in huge numbers. We have been informed you that your company Deli Scrap Factory is providing scrap materials to industries at a competitive price.

I have enclosed the scale and quantity of our requirements in the attachment for your perusal. Please consider this as a proposal for buying scrap and response from your end in eagerly awaited.

Thank you for your precious time and consideration.

Yours truly,

Nilesh Bhegade

Dear Mr. Matthews,

I, Sobers Garfield, am writing this letter on behalf of Indeep Hospital & Medical Services. We operate a chain of hospitals in the United States and have been in the medical industry since 2005.

We require some medical equipment and tools for our new facilities and we have heard that your company provides the best quality equipment in the market. Therefore, we request you to send a quotation for the required equipment and tools that I have enclosed as an attachment in this letter.

I’m hoping for a quick and positive response from your end. Thank you.

Yours truly

Sobers Garfield

Dear Mr. Ghosh,

I, Harsh Barmukh, am writing on behalf of our company Relevant Manpower Services which has been providing housekeeping and manpower services in Thane since 2011.

We have been informed that your society requires the service of security guards. I'm happy to inform you that we have specially trained and licensed security guards in our team. I have enclosed some files with this letter that will give you an insight into our past work.

Therefore, I request you to consider our proposal for the same. I’m expecting a positive reply from your end and thanks for giving us your valuable time.

Yours sincerely,

Harsh Barmukh

Dear Mr. Sethkins,

I, Robert Margalow, am writing this letter on behalf of Synergy Group Ltd. We have been involved actively in building private and government-sponsored power projects since 2003.

We have recently started working on a new hydroelectric plant in Washington and require a couple of investors to invest in our project. The investors will receive a 30% growth on their capital each year and the invested capital will be returned after 5 years of the project completion.

I have heard that you take interest in such investment projects and thereby I request you to have a look at the details that I have attached with this e-mail. We are looking forward to your reply. Thank you!

Regards,

Robert Margalow

CEO – Synergy Group Ltd.

Dear Samantha,

I hope you are doing well and please convey my sincere regards to uncle and aunty. I'm pleased to inform you that my wedding date is fixed and comes on the 13th of July 2019.

We all wish you to be the maid of honor as you are good at dressing, make-up, and everything. Also, it is only you on whom I can trust with the main responsibilities on the wedding day.

I hope that you accept my request and respond quickly over e-mail or call. Thank you and stay blessed as always.

Yours truly,

Sophia Largesse

A debt settlement proposal is written to settle a loan or debt that has been given to you by a financial company or an individual. It is very important to offer an upfront amount to settle your debt. Remember that you are trying to convince a creditor to accept an amount which can be less than the actual debt. Therefore, you need to be polite at all times and also try to convince the creditor by providing acceptable reasons for less payment. Here’s a sample that would help you to understand it better:

Dear Sir/Madam,

I, (Your Name), am writing this letter to settle the debt of (amount) that you are asking me to clear.

Due to some circumstances (explain the reasons in detail) I’m unable to pay the complete amount. However, I’m ready to pay (give an amount that you can pay) given that you provide me some time.

Therefore, I request you to accept my proposal and by accepting you shall free me from all the liabilities. Thank you for your time and co-operation and also provide the account details where I’m expected to make the payment.

Yours faithfully,

(Your name)

Signature

Dear Mr. Garfield,

I, Mark Simpson, am writing this letter on behalf of Soviet Event Management Group. We have been helping different organizations and political parties in organizing events and festivals since 2010.

I have heard that you allow social events on your private property located at Santa TX. Therefore, I’m writing this letter to seek your permission to organize an event for blind children on 30th July 2019. Please let us know the charges that we will be responsible for utilizing your property on 29th and 30th of July as we will require at least one day to set-up the stage and other arrangements.

I’m hoping a positive reply from your end and thanks for giving us your time and consideration.

Yours sincerely,

Mark Simpson

Dear Mr. Roy,

I, Mukesh Dutt, am writing this letter on behalf of Motion Plumbing Works. I’m pleased to inform you that I'm interested in bidding for a subcontract in your construction project of ‘HCL headquarters'. We have been working in this industry since 2005 and I have attached a few of our previous works in this e-mail for your perusal.

I shall see to it that the estimated $50000 assigned for the plumbing works will be sufficient to complete it. Therefore, I’m requesting you to consider our company for this subcontract.

Thank you for your time and consideration.

Yours sincerely,

Mukesh Dutt

Dear Mr. Walter,

I, Ruston Bullock, am writing this letter to you on behalf of Summerton Cleaning Services. We are offering our cleaning services in residential and commercial accommodations since 2004 and consider ourselves to be one of the best in the business.

We employ only the latest industry standards when it comes to the materials and equipment used for cleaning. We have learned that your theatre needs a thorough cleaning once in a week and therefore I have written this letter to offer our cleaning services to you.

I have enclosed some of our finished works for your reference. Please have a look at them and let us know if you are interested in taking this forward. Thanks for your time and consideration.

Yours truly,

Ruston Bullock

Dear Mr. David,

I, William Snakes, am the founder of Witchcraft Studios that excels in designing websites and banners. We have been serving some of the top industries since 2009.

Recently, we are looking to expand our horizons and wish to enter the market of digital marketing. We have heard that your company ‘Mallick InfoServices' offers help to new businesses, especially which are related to IT. However, we shall also be elated if you join us a partner.

I have attached a few projects plans that we are working on. Please have a look at them and convey me if you are interested in taking this forward. Thank you for your time and consideration.

Yours sincerely,

William Snakes

Dear Mr. Softkins,

I, Rudyard Kipling, am the owner of Malfray Properties and Co. We have been in the real estate business since 2000. Also, I'm proud to tell you that we have been involved in numerous construction projects to date.

One of my clients wants to lease his property located in Summer Springs, California. I have heard that you are also looking for a property in the aforementioned area. Therefore, I’m writing to letter to let you know that we are interested in leasing this property to you.

Please tell a convenient time and date when we shall meet to take this forward. Thank you for your time and consideration.

Yours truly,

Rudyard K.

Dear Mr. Golond,

I, Vivian Thomas, am writing this letter to inform you that I’m willing to settle the debt of $5000 that you are claiming for.

Please consider my situation as I have suffered a major loss in the last few years. Therefore, I'm unable to pay the amount in full. However, I'm offering you to settle this at $4000. I shall be able to pay this amount if you give me a time of 4 months.

Also, by accepting this proposal you shall also free me from all the past liabilities and shall not take legal action against me. Please let me know your opinion on this and also provide me the account details where I will have to transfer this amount.

Thanks for your time and co-operation.

Yours faithfully,

Vivian T.

Dear Ms. Parker,

I, William Black, am writing this letter on behalf of Accent Lawn Services. We have been providing exceptional lawn care and gardening services for commercial space since 1999.

I came to know that you have been looking for lawn care services for your chain of restaurants. Therefore, I have written this letter to offer our services to you at reasonable rates. I have also enclosed details of our previous clients and works from where you can confirm our expertise.

Thanks for your time and consideration.

Yours sincerely,

William B.

Dear Mr. Goldricks,

I, Matthew Samson, am writing this letter on behalf of Water Care Foundation. We are a non-profit organization that works for increasing the groundwater level in water-scarce regions.

Recently we have undertaken a project named as My Water that inspires industries and factories to save and implement wastewater management plants. However, we are short of funds currently and we have learned that you assist NGOs in social welfare works.

Therefore, we request you to grant us a sufficient amount so that we can continue the work for our project. Thanks for your valuable time and consideration.

Yours sincerely,

Matthew Samson

Dear Mr. Walkins,

I, Rupert Parkinson, am writing this letter to you on behalf of Sun score Construction Works. We have been offering construction services in Chicago and neighboring areas since 2004.

We have heard that you are planning to construct a mall in one of your properties in Chicago. We are interested in taking up the construction work and request you to consider our proposal for the same. I have attached all the details of our past works in the attachment.

Please have a look at them and let us know as soon as possible. Thank you for your valuable time.

Regards,

Rupert Parkinson

CEO – Sun score Construction Works

Dear Mr. Walter,

I, Ron Hopkins, am writing this letter to offer my services to your employees. I'm practicing as a health consultant and have provided services to different national and international companies to date.

Recently, I have learned that you are planning to hire a health consultant for your staff and labors. Therefore, I'm requesting you to consider me for this position. I have enclosed my resume and related documents in this letter.

Thanks for your time and consideration.

Yours sincerely,

Ron H.

Dear Mr. Stevenson,

We are pleased to inform you that you have been selected as a sales executive for our organization. Your key role will be pitching our packages to potential clients and also handle the cold calls.

I have enclosed the offer letter as an attachment which also consists of the salary structure and details about benefits. Kindly go through them and let us know if you are ready to take-in the role from the 1st of the coming month.

I’m looking for a reply from your end.

Regards,

Susan Jones,

Hr – Mark IT services

Dear Mr. Powell,

I’m writing this letter on behalf of Insight Global Solutions. We are pleased to inform you that your resume has been selected for the position of Graphics Designer for our company.

Your primary role would be creating designs for our clients and helping our developers with the website designs as well. The details of your employment are provided in the offer letter attached to this letter.

Please let us know if you have any queries regarding the same.

Regards,

Sushma Manglur,

HR – Insight Global Solutions

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