Sample Proposal Cover Letter

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There is no reason why some writers never write a proposal cover letter.  Writing a proposal cover letter is good business etiquette.  The purpose of a proposal cover letter is to introduce your proposal not to summarize it.  It can be a personal note between you and your contact person within the organization or company.  Usually a cover letter and a proposal has two different audiences.

Below is a sample proposal cover letter:

Dear Ms. Boniquit:

I really enjoyed talking with you about your proposal project.

Attached is a Computerized Inventory System (CIS) proposal that describes the advantages and benefits of the system.  I believe that CIS is best suited to your company like yours.  Using CIS provides several benefits over the traditional system such as inventory tracking, cost cutting, save time and effort, inventory balance, and warehouse organization,

I look forward working with you on this valuable project.  I will contact you in a couple of days to answer any questions you may have.  For a while, please don’t hesitate to contact me if I can be of further assistance.  I can be reached at telephone number (037) 451-2485.

I hope we can continue working together into the future.

Yours truly,
Khael Ramos

Proposal Writing Process

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As a computer science graduate, I also required to do a thesis as requirement in our school.  Our thesis topic should be related to our course as well as the problem should be computer related.  Our instructor let us chose a company and know their current situation including their problems in their old system so that we, students can propose a system that will surely benefit their company without any problem with their users.

I chose Diversified Incorporated, a plastic company; their problem is about their inventory because they don’t monitor the supplies of their company.  They don’t know how many stocks for each item as well as their location in their warehouse. They want to know the critical items so that the purchasing department will order it immediately.

I proposed a CIS, Computerized Inventory System, which will solve their current problems.  CIS will provide real time assessment of inventory.  If an item is used or disposed, the inventory level for that item is automatically changed and when that item inventory level reaches the minimum level, the system will automatically create a purchase order that can electronically sent to the supplies. If the item reaches the minimum level of inventory and at the end of the day, it will compile a list of items then it will generate a purchase order to the supplier.  When the item is arrived from the supplier, the inventory level will be updated accordingly.

After the problem had been identified, a written proposal can be submitted to the company.  In my case, I proposed them to have a Computerized Inventory System so that they will monitor their inventory. The company accepted my proposal and they told me to study my proposal.

Sample Proposal for Business

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The right thing to do is to write a proposal before having a business whether it a restaurant or catering business in order to know the pros and cons of your proposal.  Nowadays, it is very important that you write a business proposal because of down economy, establishing a business is never easy.
The following elements are necessary to create a business proposal.

  • Executive Summary.  It is a brief description of the company.  This will allow your reader what your business is all about.
  • Business Objectives.  It contains the goals of your business to be achieved for the next three to four years.  It shows the details how to achieve your business objectives.
  • Start up Capital.  It provides the details of your capital including your cash as well as the equipment and furniture to be used in your business. All costs and expenses during the start up of your business are included.
  • Market Analysis.  One of the most important on business is to analyze the market.  Specify the market details including competitors. This will determine how your business will be competitive.
  • Marketing Strategy. If you know the market already, you should decide the market strategy to be used in order to have a successful business.  Using such marketing strategy, you will now forecast the sales based on your strategy.
  • Business Management. It outlines how you will manage the entire business.
  • Organizational Structure. It shows the organization chart of employees including how they ranked as well as the number of employees and their responsibilities.
  • Financial Plan.  It details the revenue for the next three to four years.  These estimates are just imaginary but it should be accurate as possible.

Some use a sample business proposal to be used as guidelines to their writings however it is necessary to take extra caution when using sample business proposal found in the net and other sources.  Not all sample business proposal is right to copy, it is just used as your guidelines.

Research Proposal

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Research proposal is a written document which provides detailed information about the proposed program. It is addressed a particular topic or issue like academic or scientific issue. Some research proposal

Your research proposal should convince your audience that you have a valuable and useful project and you have the capability to complete it. It should contain all key information involved in the research process as well as enough data for the audience or reader to evaluate your proposed study.

One of the difficult tasks in the beginning is to choose a topic.  Of course, to choose a topic, it should be interested to you. Choose a topic that you want to study and turn it into question.  Make sure also that you have enough resources of information about your chosen topic.

The elements or parts of a research proposal includes introduction, statement of the problem, purpose of the problem, study question and hypothesis, significance of the study, definition of terms, and limitation of the study.  Also, it should have related literature review and methodology. In methodology, you can include the samples, instruments, procedure and designs and statistics procedure.

Other format of research proposal includes abstract, problem statement, background of the problem, research design, expected results, and references.  Format or elements of research proposal is always depends on you on what is your research all about and the reason of writing the research proposal.

Writing Business Proposal Letter Tips

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Having an effective proposal letter can make a big difference in your business.  You can close an account or close a business deal through business proposal letter. An effective proposal letter will ensure that your reader or audience caught their attention and favor your proposal. Using a proper format and grammar as well as good content, your proposal letter will be effective and successful.

Format your letter correctly like for example write your name, address and other contact information centered at the top on the letterhead.  If there is no letterhead, you can type your name and address in the upper right corner. Recipient’s name and address should be written two lines down from your address.  You can place the date beneath the recipient’s address then put “Re:” line on the left side below the date.

You can start your letter with a formal greeting using correct title of the recipient such as Mr, Ms, Mrs and Dr.  Greetings also followed by a colon like this: “Dear Mr. Navarro” In the first paragraph of your proposal letter, gives any background information.

On the next paragraph, state clearly and briefly the goal of your proposal letter and your requested action and never include irrelevant information.

You can close your proposal letter by thanking a person for the consideration him to contact you if he has any queries or questions. At the end of your letter you should have a valediction such as “Respectfully yours” or “Sincerely yours” followed by a comma. Then you can write your name a few lines below the valediction and sign your name above your typed name.

If you have any enclosure such as supporting documentation, you can include it and denote these by typing “enclosures:” on the left side beneath your signature.

Always remember that effective proposal letter can make your business successful because it is a best communication between you and your client to make Yes to your proposal.

Advertising Proposal

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An advertising proposal is usually written by agencies and advertising consultants for clients.  They proposed to have an advertising campaign so that the product or services make known to the general public or to the specific section of the public. People as consumers will have a choice available in the market. If a company or a client wants to sell a product, it is wisely to have an advertising campaign to sell the product to make the consumer interested.

Advertising proposal gives the client an outline as well the details, objectives, scope and goals of the advertising campaign. Also, it includes the marketing strategies to be used in order to have a successful advertising campaign. In addition, advertising proposal should have summarized of what to expect from it.  It should discuss the type of advertising campaign to be used whether it is print advertising, online advertising, or television.

Indicate the target market of the advertising campaign being recommended in the advertising proposal.  Explain the type of people trying to attract using the advertising campaign.  Include the spending and buying habits, age, interest, etc. as well as the materials used for example the questionnaires with analysis.

Specify also the budget and cost of the advertising campaign so that the client should decide whether the advertising budget is affordable and worth it.

Marketing Proposal

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Marketing proposal is written as guidance of a businessmen and a client to establish objectives and expectations. Also, it is written to improve the current marketing plan.

As first step to write a marketing proposal, you should analyze the current market such as company’s competitors.  Also, research the prospective client as well as their ages, locations, occupation, social status, and economic status.

List your proposed improvements and strategies to the current market.  Present new and specific ideas for each problem as you list down your proposed solutions.

After a thorough analysis, you can now write an executive summary that summarizes your proposed solutions as well as the market analysis and prospective clients.  You should discuss the advantages and benefits of using your marketing ideas.

Also, explain how your marketing proposal will be implemented. Provide step by step procedures how to achieve a successful marketing strategy.

In addition, you must provide a budget or financial fees that outline the cost of plan, implementation and maintenance.

Last but not the least; conclusion is also included in your marketing proposal.  Conclusion should mention why it is the right choice and explain the expected results that will favor in the company.

Sample Proposal of Two-Storey Residential Structure

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Proposed Two-Storey Residential Structure

General Requirements

A.    The work to be executed shall be done in accordance with the accompanying plans and specifications.
B.    All works to be done shall be in the best quality o workmanship under the supervision of an Architect or a Civil Engineer.
C.    The construction shall conform to all the requirements of the National building Code as well as the local rules and regulations of the city or municipality.
D.    Scope of Works

I.   Site Preparation

The building site shall be labeled according to the plans and cleared of rubbish, roots and other perishable and objectionable matters to a suitable sub grade.  All such unsuitable materials shall be removed from the building site and spread uniformly over the areas adjacent the proposed building, or otherwise disposed off s may be directed by the Architect or the Engineer in charge of the construction.

II.  Excavation

All excavations shall be made to grade indicated in the drawings, where the building site is covered with any kind of fill, the excavation for footings should be made deeper until the stratum for safe bearing capacity of the soil is reached.

III.Backfilling

After concrete for foundations reached the curing period to withstand pressure resulting from fills, the materials removed from excavations shall be used for backfills around them.

IV.Concrete Works

All concrete shall be mixed thoroughly until there is a uniform distribution of the cement and aggregates and should be deposited as nearly as practicable in its final position, care being taken to avoid segregation of the aggregates.

V. Proportioning of Concrete

All concrete works shall be done in accordance with the standard specifications for plain and reinforced concrete as adopted by the Government.  Cement to be used shall by HOLCIM Portland Cement or equivalent.

VI. Forms and Scaffoldings

All forms for concrete shall be properly braced or connected together so as to maintain the correct position and shapes of the concrete members.  Forms shall be constructed sufficiently tight to prevent bulging and seepage of water.

VII. Concrete Slab Floors on Fill

Concrete slabs on fill shall be poured on a gravel bed not less than 100mm thick.  Each concrete slab course to be poured shall not be more than one meter wide, and each course shall be poured alternately to the indicated floor finish.

VIII. Steel Reinforcing Bars

All steel reinforcing bars to be used in the construction shall consist of round deformed bars with lugs projection on their sides to provide a greater bond between the concrete and the steel.

IX. Masonry

Concrete hollow blocks to be used in this project shall be 5 inches thick.

X. Finishes

Interior walls shall be of Smooth Plain Cement Plaster finish unless otherwise specified in the plans.

XI. Floor Finishes

All materials to be used as floor finishes for the rooms shall be laminated flooring finish and general areas of the building shall be 0.60m x 0.60m Granite Tiles and approved equivalent.

XII. Tile Wall and Floor Finishes

The toilet and bathroom floors shall be finished with 0.20m x 0.20m ceramic tiles and approved equivalent.

XIII. Carpentry and Lumber

Lumber shall be approved quality of the respective kind required for the various parts of the work, self seasoned, thoroughly dried and free from large, loose, and unsound knots, spa, shakes, or other imperfections impairing its strength, durability and appearance.

XIV. Roofing

The roof shall be covered with 0.40mm color rib type roofing.  The roofing sheet shall be secured to the purlins.  Gutter will be Pre Painted Spanish Gutter.  All accessories must conform to standards of ASTM.  All overlaps and connections must be properly screwed and riveted.

XV. Doors and Windows

This section includes solid wood doors and hollow.  As in windows, it includes Aluminum Framed (analok) windows with ¼’ thick bronze glass.  Materials shall conform good quality and to be installed by the required fabricator and must comply with manufacturer’s specification and recommendations for installation of window units, hardware, operators and other components of the work.

XVI. Electrical Works

All electrical works shall be done in accordance with all applicable current edition of the Philippine Electrical Code and shall conform to requirement, agencies, and Power Company with jurisdiction over this project.  All works for this installation shall be done under the direct supervision of duly licensed Electrical Engineer or Master Electrician.

XVII. Plumbing Works

All plumbing works for this project shall be done in accordance with the approved plans and under the direct supervision and control of a licensed Sanitary Engineer or Master Plumber.

XVIII. Metal

For smooth fabrications exposed to view in the completed work provide materials with smooth, flat surfaces without blemishes

XIX. Painting

This section includes surface preparation and field painting of exposed exterior items and surface and exposed interior items and surfaces.

Archr. DDB
Designer Builder

What is Proposal Cover Letter

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Proposal cover letter is written as escort of a business proposal.  It is a short overview of the proposal itself. It should be professionally written.  One of the mistakes of a business proposal is trying to summarize the whole business proposal in the cover letter. The summary of your business proposal should be written in your executive summary not in the cover letter. The only purpose of your proposal cover letter is to introduce your business proposal.

The first paragraph should thank the recipient, and then the second paragraph should contain something personal but still in professional way.  If the business proposal is for your existing client or customer, don’t forget to mention how you enjoyed working with him in the past. And if your business proposal is for the client or company you have never done business before, make an effort to establish a working rapport through telephone conversations and email. And that way, your cover letter will not being too dry

The last paragraph of your proposal cover letter will be your expectation for the future such as your looking forward for the earning potential of your business being offered as well as the working relationship with the new client or customer.

Before writing a proposal cover letter, the proposal must be completed because the writer may have communication with the recipient that will control the tone and content of your letter.

Business Proposal Writing Tips

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According to some businessmen out there, it is necessary to have a good communication with your client or customer before writing a business proposal. Writing a business proposal needs plenty of research and preparation as well as work.  Actually, there is no standard outline or structure required for your business proposal.

Since writing a business proposal is time consuming, some of us want to take a short way or a shortcut and make a template for submitting a business proposal and this action will make your proposal a lousy one.

Knowing your client is best thing you should know before writing a business proposal.  Client’s business needs and problems are always vital for creating a business proposal.  The goal of your proposal is to provide information about how your proposal can help your clients.  Also, avoid using jargon words instead use plain language so that anyone can understand its content except in highly technical fields.
Clearly define your proposal objectives.  Your ideas should communicate effectively. Recognize the key things to communicate with your client.
Lastly, when writing a business proposal, make sure that it is use a proper grammar.  It should be free from grammatical and typo grammatical errors. Also, take a look in your page layout which usually allot one third of the page to the left for titles and some space for your reader to make notes.