A. WHAT IS?

Proposal letters are cover letters which are included with business proposals to introduce people to
the nature of the proposal and the company making the proposal. Like other types of cover letters,
proposal letters are designed to quickly acquaint the reader with necessary information, while also
convincing the reader that the letter's author is the best choice for the job. In some cases, a proposal
letter needs to follow a specific format and style, while in other cases, it may be more freeform in
nature.
A typical proposal letter includes a brief discussion of the problem the proposal is meant to address,
and an overview of the salient information in the proposal. Proposal letters usually include time and
cost estimates along with a brief explanation of how the proposal will work. The proposal letter may
also detail the experience, qualifications, and certifications of the person or company providing the
proposal, and it can include company history and background information as well. Throughout, the
document has a persuasive tone which is designed to encourage the reader to review the attached
proposal materials.

B. HOW TO WRITE?
Writing a proposal is similar to but not exactly the same as crafting a persuasive
essay or producing a report. Here are suggestions for developing a proposal,
including some pertinent to its specific purpose.
1. A proposal should define a problem and describe a solution that will persuade
busy, thrifty, skeptical readers to support it.
2. Employ facts, not opinions, to bolster the argument for approval. Research similar
plans or projects and cite them, emphasizing their successes and/or how your
proposal resolves the weaknesses, omissions, or mistaken priorities apparent in
them.
3. Analyze your plan or project, demonstrating possible outcomes. If possible, model
a small-scale version of the plan or project, report on the results, and extrapolate
how the full-scale plan or project will turn out based on the test.
4. Any discussion of financial or other resources should be conducted carefully and
should present a realistic picture of the expense required.
5. Be meticulous in writing, editing, and design of the proposal. Revise as necessary
to make it clear and concise, ask others to critique and edit it, and make sure the
presentation is attractive and engaging as well as well organized and helpful.
A proposal should include the following elements:
Executive Summary: State the rationale for putting the proposal into effect, and
summarize the proposal. (This allows a decision maker to quickly get the gist of the
proposal, hence the name.)
Statement of Need: Detail why the plan or project the proposal recommends is
necessary.
Project Description: Explain specifics of the plan or project, and how it will go into
effect and how it will be evaluated.
Budget Analysis: Provide and explain how the plan or project will be financed and
categorize and annotate operating expenses.

Organization Details: If the proposal is being submitted to an outside party, provide

information about the beneficiary organization, including its mission, its
stakeholders and who its serves, and the scope of its programs and services.
Conclusion: Summarize the proposals main points.

C. EXAMPLE.

D. WHY WRITE.?
The main goal of the business proposal letter should be to make a formal proposal
for delivery (even more supply) of goods with the indication of specific terms of the
transaction.
A proposal could be directed at the initiative of the seller, exporter, in response to a
request from a buyer or a solid agreement on the contract.
The proposal basically specify the name of the proposed product, the quantity and
quality of product, price, delivery time, payment terms, type of packaging along
with other supply conditions depending on the nature of the items. Proposals of this
type are similar to the contract of sale.
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They should be legally binding and are subject to compulsory review, the results of
which are sent in the sort of an official response.
The offer may be firm and free.
If the proposal is made for a certain product and only for one buyer and indicates
the period during which the seller considers himself bounded by the terms of the
offer, it really is called firm proposal. Term of the proposal validity is an important
part of the firm offer, as it determines the period of its responsibility to the seller.
Failure in obtaining an answer within the prescribed period is the equivalent to
buyer's rejection and also releases the seller from the suggestions he composed.
If a business proposal letter is done without any obligation by the seller, it is called
free.
An exclusive feature of the business proposal letter is remarkable specificity and
accuracy in terms of proposed commercial transaction presentation (terms,
merchandise range, its quantity, the order of calculations, etc.). This feature
determines the structure and style of the business proposal letter.
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Particular form of politeness is appropriate in the letter. The message may be
accompanied by strong evidential materials in the form of agreements, brochures,
etc.
The sort of the text looks like this:

- We are pleased to give (recommend) you...;

- We offer you...;
- We are confident that you are keen on high quality products..;
- Inform you that...;
- We are waiting for further cooperation...
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There are the following forms of business proposal letters:
- Letters - offers of cooperation;
- Letters - notice;
- Promotional emails (newsletter).
In the title of the text the regular expression are used:
- About the proposal for the availability of...
- About the supply...
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Ii is important to select the most productive form of the proposal. The least effective
option in practice is a written request, beginning with the phrases "I propose
(offer)...." It is really more appropriate to make a small compliment to the addressee
- refer to his impeccable reputation, thank for his interest for your own proposal.
A letter that contains a serious business proposal, involving monetary settlements
for a big sum, it is advisable to send by mail rather than fax or e-mail. Preferably, it
should be delivered personally to manager or his secretary. This letter must
necessarily have a large corporate envelope. All this serves to create an approving
image.
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