The proposal writers’ guide to letter proposals
Writing a letter proposal can be much simpler than crafting a full-blown ITT or RFP. As short, informally sent bids, they are usually unsolicited and so are not subject to the governance which other forms of tender can incur. Letter proposals are best sent to pre-empt competitor involvement with a potential client, so the bid writer can work towards minimising competition and reducing potential preparation and work costs associated with developing a full proposal and evaluation.
There are a number of points to remember when you craft your letter proposal. The first is that they should be structured in the same way as you would approach a sales letter or executive summary. They should be relatively brief, clear and fully focussed upon what you can bring to the client. Use your understanding of the prospect’s needs and requirements to structure your document, highlighting the ways in which you can deliver their needs.
The worst thing you can do when sending out letter proposals is rely on a formulaic approach which doesn’t tailor your writing to the specific needs of your customer. The fact that you have used boilerplate becomes immediately apparent when your prospect reads the letter proposal, as you will not have taken any steps to customise the document in favour of their needs. Each letter which you write needs to be treated in the same way as you would a bespoke proposal, written to convince the client that you are the best possible company to answer all of their requirements for products, services or solutions.
Before writing up your proposal, take some time to fully understand what your recipient is looking for, and draft the structure of the document based upon these requirements. By going on to connect your proposed solution to the needs, showing clearly and simply how you can deliver a successful proposition. Make it clear that you understand the focus of their company, and demonstrate how you can offer a solution which provides an outstanding service to meet that focus through targeted activities.
It’s absolutely fine to use graphics to demonstrate your point, highlighting key elements of your solution and making the document look appealing and well structured. Map out the steps you intend to take if your proposal is accepted, and plan out what the next steps should be for both you and the customer if your firm is accepted as the preferred service provider. Use a call to action, such as ‘contact me in order to take this forward’, to give a clear indication of how the client should proceed if they are in favour of your solution.
Finally, keep the document brief, with the summary making up no more than about ten percent of the overall document, and limit lengthy appendices. Be open, accessible and persuasive, and you stand a great chance of knocking the competitors out of the arena before they even have a chance to bid!
Proposal Writing FAQs
As children, we learn through repetition, emulating adult language and weaving new words in to our vocabulary in order to broaden our world view. As adult proposal writers with a strong command of the English language, we understand that there are a myriad different ways of saying most things, and find a path through the dual nature of language in order to select words which best encompass our thinking, and put our point across in a clear and concise manner.Read More >>
The writing process is usually one which involves a number of attributes. Creativity, discipline, focus and commitment are just a few of the words which can describe bid writing, mixed in with a heady dose of self-discipline, organisation and best practice. If all this seems a little too good to be true, it’s worth thinking about the last time you sat down in your role as bid writer, and produced some great compliant copy. The likelihood is, you managed to somehow shut out the rest of the world and focus intently upon what you were writing. You produced the copy in a kind of haze of intent, without allowing the rest of the world to intrude upon what you were doing.Read More >>
Writing a letter proposal can be much simpler than crafting a full-blown ITT or RFP. As short, informally sent bids, they are usually unsolicited and so are not subject to the governance which other forms of tender can incur. Letter proposals are best sent to pre-empt competitor involvement with a potential client, so the bid writer can work towards minimising competition and reducing potential preparation and work costs associated with developing a full proposal and evaluation.Read More >>
Bid writing is arduous at times, especially when bid writers is juggling multiple high-profile bids, all of which are required to be completed within very tight deadlines. This means that even the most effective proposal writer can sometimes be tempted to cut corners in order to meet tight timescales, sometimes compromising the quality of the bid document in an effort to meet the needs of the authority’s submission guidelines and deadlines.Read More >>
No matter how experienced a proposal writer may be, it never hurts to revisit the basic tender writing requirements, in order to stay fresh and remind ourselves of the best practice principles which govern our trade. With this in mind, the following ten steps serve as a refresher guide for proposal writers, outlining the main criteria for compliance which should inform each response we produce.Read More >>
Bid writers are usually wordy creatures. We know how to produce ‘fluff’ in our proposal writing, creating four or five paragraphs of compliant copy when a single ‘yes’ or ‘no’ statement would probably answer the question in the ITT just as well. However, it can seem rude to reply to a query with a single syllable, as if we are afraid that our bid writing response will seem rushed or unconsidered, causing the evaluator to see our company as lazy, as a result of the brevity of our bid writing.Read More >>
It may sound clichéd, but many people think that the power of positive thinking can go a long way in ensuring successful results within the business environment. There are many philosophies around what makes successful proposal writers, and staying positive about the outcome of a bid can actively support the writing process and facilitate a positive result. Far from being an airy approach to a serious business practice, positive thinking is grounded in fact as an excellent technique for achieving great results.Read More >>
What did you want to be when you were young? In school, when we were given our options for choosing a career, the chances are that ‘Bid Writing’ wasn’t on the list of professions which you were encouraged to train for. Usually, people fall in to proposal writing accidentally, through a random chain of events that culminate in them sitting at their desk with the bid manager and other bid writers, wondering how they got in to that particular role.Read More >>
No sleep, and bid writing, go together like husband and wife. When a proposal writer enters in to the industry, one of the first jokes they will hear is that proposal writers have to get used to using their laptop as a pillow, and eat cold pizza as their staple food at three o clock in the morning. It goes without saying in the industry that insomniacs make the best bid writers, as they know how to work through the night hours and still produce compliant bids on time to meet their deadlines.Read More >>
No matter how long seasoned proposal writers have been practicing their art, there is always room for improvement when it comes to polishing up proposal writing skills and refreshing best practice. The most common risk when it comes to undertaking any form of training relating to the bid industry is that best practice and procedures can differ greatly from institution to institution.Read More >>
Few professional relationships are as intense and co-dependent as that of the bid manager and their proposal writers. Both fundamental roles to the successful production of quality tenders, the bid manager and proposal writers need to have a fully integrated approach to the bid process, ensuring that they can work together harmoniously and support each other throughout the challenging and demanding production time.Read More >>
The bid management process can be quite funny at times. Although it may not seem like it, when bid writers are struggling to juggle all their tasks and meet deadlines, there are a number of things which are worth laughing about, after the event. One of the funniest things which any group of proposal writers discuss is the content provided by subject matter experts which needs re-writing, or the language offered to us through ITTs and RFPs.Read More >>
When the average proposal writer develops material for a response, the most natural thing to do is answer the questions within the RFQ or RFP, enabling the customer’s own structure to determine the way in which our responses will be organised. While this is usually an outstanding way of providing material, there are also further questions which every proposal writer needs to include in their response, whether it is solicited or not.Read More >>
When you have a number of bids to juggle, it can get confusing to remember, as a bid writer, which solutions relate to which document. Even the most talented writer can get sidetracked by all the elements of the proposal mix which need to be drawn together for each document, and how best to present information in a way that is engaging and persuasive for your potential customer.Read More >>
Any organisation’s bid, proposal and tender team at its best works as a well-oiled wheel, with each of the cogs adding value in specific ways in order to meet the demands of the industry. Having the full complement of team members in place supports the effective production of compliant bids quickly and to a great standard. However, if a member of the team is absent due to illness or holiday, it can potentially bring the entire operation to a grinding halt.Read More >>
Writing sales proposals can be tricky, especially when the bid writer is unsure of what competitors will be offering. However, there are a number of techniques that can be used to ensure that your sales document is clear, useful and persuasive to your potential new customer. One of the fallback positions for many bid writers when faced with a challenging writing project is to rely upon obfuscation and ‘fluffiness’ in an attempt to deflect attention from a lack of substance. We’ve all done this at some point or another, but this merely serves to frustrate the bud recipient and distract from the overall message.Read More >>