How to write a business proposal email: A complete guide with 10 email templates

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Crafting an effective business proposal email can be the difference between sealing a deal and losing out to a competitor. These emails need to be precise, engaging, and tailored to your recipient's needs.

In this guide, we'll walk you through the step-by-step process of writing a business proposal email that'll grab your reader's attention and help you close the deal. We'll also provide you with 10 email templates that you can use as a starting point for your own proposals.

Understand your audience

The first step in writing a successful business proposal email is understanding your audience. Who are you sending the email to? What are their needs and pain points? What do they expect from your proposal?

Take the time to research your recipient's company, industry, and any recent news or developments that may be relevant. This will help you tailor your proposal to their specific needs and address any concerns they may have.

Structuring your business proposal email

A well-structured email is key to getting your message across effectively. Here are the essential elements that should be included in your business proposal email:

1. Choose an attention-grabbing subject line

Your subject line is the first thing your recipient sees, so make sure it stands out. Use action words and include a clear benefit or value proposition to pique their interest.

2: Start with a strong opening statement

The first few sentences of your email are crucial in capturing your reader's attention. Start with a compelling statement that highlights the main purpose of your proposal and shows how it can benefit them.

3: Outline the problem and offer a solution

Clearly state the problem your recipient is facing and explain how your product or service can solve it. Use specific examples and data to back up your claims, making your proposal more convincing.

4: Provide details and benefits

Now is the time to go into detail about your proposal. Clearly explain what you're offering, how it works, and the benefits it'll bring to your recipient's business. Use visual aids such as charts or graphs to make your proposal more engaging. Use bullet points for easy readability and include key details that support your case.

5: Include a call to action

Don't forget to include a clear call-to-action in your email. This could be asking for a meeting, requesting feedback, or setting up a follow-up call. Make it easy for your recipient to take the next step towards closing the deal.

6. Sign off with a professional email signature

Include your contact information in a professional email signature to establish credibility and make it easy for the recipient to get in touch with you. This should include your name, job title, company name, phone number, and email address.

10 business proposal email templates

Now you understand what makes a compelling business proposal email, let's delve into practical examples with our ready-to-use templates. These templates fit various scenarios, whether pitching to a new client, following up on a discussion, or introducing a new product or service.

1. Basic business proposal email

A basic business proposal email is a concise communication outlining your proposal's key points: the problem, your solution, and the benefits to the recipient's business. It serves as an introduction to your offering, designed to pique interest and start a conversation.

Subject: [Company Name] Proposal for [Recipient Company

Dear [Recipient],

I am writing to offer you a solution that I believe will greatly benefit your business. After researching your company, it is clear that [specific pain point] is a major concern.

At [Your Company], we have developed a product/service that addresses this issue directly. Our solution has been proven to increase efficiency and save costs for businesses similar to yours. We would love the opportunity to discuss this further with you at your convenience.

Thank you for considering our proposal.

Best regards,

[Your Name]

2. Detailed project proposal email

If your proposal requires a more detailed explanation, this template outlines the key sections you should include. It also provides a clear call-to-action to schedule a meeting or follow-up discussion.

3. Follow-up proposal email

If you've previously discussed your proposal with the recipient and want to follow up, this template is a great starting point. It reminds them of previous discussions and outlines next steps.

Subject:[Follow-Up] Proposal for [Recipient Company]

Hi [Recipient],

I hope this email finds you well. I wanted to follow up on the proposal I sent you last week regarding our solution for [specific problem]. We are eager to discuss this further with you and see how we can help improve your business operations.

Please let me know if there is any additional information you need from us or if you would like to schedule a call to discuss this proposal in detail. We value your time and would be happy to accommodate your schedule.

Thank you for considering our proposal.

Best regards,

[Your Name]

4. Request for a meeting email

Sometimes, a face-to-face meeting is the best way to present your proposal and answer any questions or concerns. This template provides a clear request for a meeting while also highlighting the benefits of your solution.

5. Proposal rejection email

Unfortunately, not all proposals will be accepted. In these cases, it's important to handle the rejection professionally and maintain a good relationship with the recipient. This business proposal email template provides a polite response while also leaving room for future opportunities.

6. Product/service launch proposal email

If you're introducing a new product or service, this template serves as an announcement and invites the recipient to learn more about it. It also highlights the benefits of your offering and creates excitement around its launch.

7. Discount proposal email

Offering a discount can be a persuasive way to close a deal. This template outlines the benefits of your solution while also providing an incentive for the recipient to take action.

Subject: Limited Time Offer! Save on Our [Product/Service] Package

Dear [Recipient],

We are pleased to offer you a special discount on our [Product/Service] package for a limited time. Our package includes all the features and benefits of our regular offering, but at a discounted rate of [Discount Percentage].

This is a one-time opportunity that we would hate for you to miss out on. Please let us know if this is something you would like to take advantage of and we will be happy to provide you with more details.

Thank you for considering our proposal.

Best regards,

[Your Name]

8. Business partnership proposal email

If you're proposing a partnership with another company, this template outlines the key points to include and sets clear expectations for next steps.

9. Price proposal email

If your proposal includes pricing options, this template outlines the key elements to include and emphasizes the value of your offering.

Subject: [Your Company] Pricing Proposal for [Recipient Company]

Hi [Customer's Name],

I am pleased to present our price proposal for [specific product/service]. We understand that budget plays a crucial role in any business decision, which is why we have designed our pricing plans with affordability and value in mind.

Our proposed price plans are as follows:

[Plan 1 and its features]

[Plan 2 and its features]

[Plan 3 and its features]

We believe that these plans offer the best value for your money and will greatly benefit your company. We would love to discuss this further with you and see which plan would suit your needs best.

Thank you for considering our proposal.

Best regards,

[Your Name]

10. Proposal email to your boss

If you need to propose a new idea or project to your boss, this business proposal email template provides a structure for your message. It highlights the benefits of your proposal and sets expectations for next steps.

Common mistakes to avoid when writing a business proposal email

• Using a generic or vague subject line: A clear and specific subject line will grab the recipient's attention and make them more likely to open your email.

• Not addressing the recipient by name: Using a generic salutation like “To Whom It May Concern” can come across as impersonal. Take the time to find out who you're addressing and use their name in the email.

• Having spelling and grammatical errors: Proofread your email multiple times before sending it, as errors can undermine your credibility.

• Sending a lengthy proposal email: Business professionals have limited time, so it's important to keep your emails concise and to the point.

• Not personalizing the email: Customizing your proposal email for each recipient shows that you've done your research and are genuinely interested in working with them.

• Failing to highlight benefits and solutions: Your proposal should clearly outline how your product/service can solve a problem or meet a need for the recipient's business.

• Being too pushy or aggressive: Avoid using strong language or pressuring tactics as this can turn off potential clients.

• Not including a call to action: A call to action encourages the recipient to take the next step, whether it’s scheduling a meeting or responding to your email.

• Forgetting to include contact information: Make it easy for the recipient to reach out to you by including your contact information in the email signature.

• Forgetting to follow up: If you don't receive a response to your initial email, make sure to follow-up with a polite reminder. This shows your persistence and dedication to closing the deal.

Using Exclaimer as a personalization solution

Exclaimer is email signature management software that can help you personalize your business proposal emails. With Exclaimer, you can create dynamic email signatures that automatically pull in recipient information from your address book, such as their name, company, and job title. This ensures that each email you send out is personalized and professional-looking.

Moreover, with Exclaimer's marketing features, you can add banners or promotional messages to your email signature. Use this to highlight any current offers or discounts mentioned in your proposal, making it more eye-catching for the recipient. Additionally, Exclaimer's tracking capabilities allow you to see who's opened and clicked on your email, giving you valuable insights into the effectiveness of your proposal.

Incorporating Exclaimer into your proposal email process can help increase its impact and improve your chances of success. It ensures that each email is personalized, visually appealing, and trackable, making it a valuable tool for any business professional. So why not give it a try today?

Experience a fully-functional free trial of our email signature solution, or schedule an online demonstration to see our software in action.