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Home > Emails > How to Write a Proposal Email (8 Templates)

How to Write a Proposal Email (8 Templates)

Jessica Shee
Written by
Jessica SheeProfessional Tech Writer
Updated on:Jan 03, 2024

Have you felt the amazing satisfaction that comes with hitting the send button on a perfectly written proposal?

Can you relate to the feeling you have when you know your proposal has the power to win over new clients? Especially those with the big bags!

No? You’ve been writing proposal emails the wrong way, then. Do not feel too bad, though. Writing proposal emails isn’t the forte of many managers, not just you. It requires engaging and persuading prospective clients, which only a few know a way around.

However, our expert guide is available to equip you with the strategies needed to capture and convert potential clients' interest. We have also included ready-to-use proposal email templates to help you make a strong impression and convert prospective clients easily.

Create Compelling Proposal Emails with Our AI Email Writer

Before we proceed to the templates, we encourage you to use our AI email writer for constructing persuasive and impactful proposal emails with ease.

What is a proposal email?

A proposal email is sent to prospective clients to persuade them to consider a product, service, or business partnership. Two instances often necessitate sending proposal emails:

  • When you are talking to a potential customer for the first time
  • When a potential customer expressly requests one after agreeing to meet with you to discuss the terms of a sales transaction

Remember that business propositions are marketing tools rather than informational content. How well you express your objectives and speak to the prospect’s pain points determines how effective the proposal email may be.

An effective proposal email gives the client instant access to all pertinent facts. It briefly summarizes the most important aspects of the offer, including costs and the essential terms and conditions.

It aims to convert a prospective customer into a paying one. Proposals emails should always be addressed to the client’s decision-maker, perhaps the CEO or CFO of the firm.

Given the benefits of doing it right, considerable preparation and attention to detail are required when writing a proposal email. Here are 7 proposal email samples to help you craft a professional proposal email that converts.

Marketing project proposal email

Because of the fast-paced nature of the marketing sector, many marketers do not have the time or patience to go through long proposals. This one-page marketing proposal might help you pass your message swiftly and effectively. This template includes the description, challenges, potential solutions, outcomes, costs, and strategy.

Dear [Recipient's Name],

I hope this email finds you well.

Subject: Marketing Project Proposal

As an experienced marketing professional, I understand the importance of time and efficiency in our industry. With that in mind, I have prepared a concise one-page marketing proposal that will effectively convey our ideas.

The proposal includes a detailed description of the project, identifies the challenges we may face, provides potential solutions, outlines the expected outcomes, includes the cost breakdown, and presents the overall strategy.

I believe this proposal will help us communicate our message swiftly and effectively, enabling us to make the most of our time. I am confident that together we can achieve the desired results.

Please let me know if you have any questions or if you would like to discuss this proposal further.

Thank you for your attention.

Best regards,
[Your Name]

Business consulting proposal email

This business consulting proposal template is readily customizable to meet your firm’s and potential customers’ demands. This template document will cover the schedule, project overview, activities (including deliverables), and more.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to provide you with a business consulting proposal that can be customized to meet your firm's and potential customers' specific needs. This template document will cover the schedule, project overview, activities (including deliverables), and more.

Please let me know if there are any specific requirements or modifications you would like to make to the proposal template.

Thank you for your attention. I look forward to discussing this further with you.

Best regards,
[Your Name]

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Read also: How To Write Better Business Emails (5 Examples Included)

Product launch proposal email

This email proposes a plan for launching a new product or service and can be sent to your current employer or a prospective business partner. The email template makes provision to discuss market analysis, target audience, sales projections, and marketing strategies, which are often of importance to the recipient.

Dear [Recipient's Name],

I am excited to present to you our proposal for the launch of our new product/service. After conducting an extensive market analysis, we have identified a target audience that we believe will be highly receptive to our offering. Our sales projections indicate significant potential for growth in this market.

Our marketing strategy includes a combination of digital advertising, social media promotions, and influencer collaborations to maximize reach and engagement. We have also planned a comprehensive PR campaign to create buzz and generate interest among potential customers.

We would appreciate the opportunity to discuss this proposal further and address any questions or concerns you may have. Please let me know your availability for a meeting so that we can arrange a suitable time to present our detailed plan.

Thank you for considering our proposal. We look forward to the possibility of partnering with you to successfully launch this innovative product/service.

Best regards,
[Your Name]

Read also: How to write a meeting request email (5 samples & templates)

Web design proposal email

Before writing a web design proposal email, it is essential to understand the client’s objectives and requirements for the project. In this template, the first step is introducing yourself to the customer and defining how you want to work with them. This template will guide you through the processes of choosing the design method, timeline, and budget for your project.

Dear [Recipient's Name],

I hope this email finds you well. My name is [Your Name], a web design expert with over 10 years of experience. I am excited to work with you on your upcoming web design project and help you achieve your objectives.

To ensure success, I would like to start by discussing your specific requirements and goals for the project. Through this discussion, I will be able to understand your vision and tailor our design approach accordingly.

Once we have a clear understanding of your objectives, we can proceed with choosing the design method that best suits your needs. Additionally, we will establish a realistic timeline and budget for the project to ensure seamless execution.

I look forward to collaborating with you and delivering a high-quality web design solution that exceeds your expectations.

Best regards,
[Your Name]

Read also: 30+ Responsive I Will Get Back To You Email Templates + Writing Tips

Proposal email to your boss

Sometimes, you may need to send a proposal email to your supervisor to discuss an idea. This type of proposal email is allowed to be a little bit less formal, but the principle is the same. Adhering to the template is essential, even if a more casual delivery is appropriate. This type of proposal email should be brief and to the point.

Dear [Supervisor's Name],

I hope this email finds you well. I am writing to propose an idea that I believe can greatly benefit our department.

The idea is to implement a new software system that will streamline our project management processes and improve overall efficiency. I have researched several options and have found a solution that I think will meet our needs perfectly.

I would appreciate the opportunity to discuss this idea further with you and get your input. Please let me know if you would be available for a meeting next week to go over the details.

Thank you for your attention.

Best regards,
[Your Name]

Event proposal email

Want to pitch an event idea or request sponsorship for an upcoming event? With this template, you can outline the concept of the event, its target audience, and potential benefits for sponsors. The email should clearly state what you aim to achieve with the event and how it aligns with the sponsor’s objectives.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to propose an exciting event that I believe aligns perfectly with your organization's objectives.

The event, [Event Name], aims to [briefly describe the event idea]. It will target [target audience] and will take place on [event date] at [event location].

We are seeking sponsorship to make this event a success and believe that your organization's support would be invaluable. As a sponsor, you will have the opportunity to [list potential benefits for sponsors].

We are confident that this event will not only raise awareness for your organization but also provide a platform to engage with your target audience. We would greatly appreciate your consideration and support.

Please let us know if you would like further information or if there is an opportunity to discuss this proposal in more detail. Thank you for your attention.

Best regards,
[Your Name]

Partnership renewal proposal email

You can propose a partnership renewal using this template. Our samples include updated terms and mutual benefits for the renewed partnership. It begins with expressing gratitude for the existing partnership, then discusses the highlights of the partnership, future plans, proposed terms and conditions, and additional value proposition, and closes with a CTA inviting the other party to discuss the partnership renewal further.

Dear [Recipient's Name],

I would like to express my sincere gratitude for our existing partnership. It has been a pleasure working together and achieving great results.

As we reflect on the highlights of our partnership, we have consistently delivered exceptional products and services to our customers. Our collaboration has strengthened our market presence and generated substantial growth.

We believe it is in the best interest of both parties to renew our partnership for another term. We have reviewed and updated the terms and conditions to ensure they meet the evolving needs of our businesses.

In the coming year, we have ambitious plans to expand our reach into new markets, launch innovative solutions, and further improve customer satisfaction. With your continued support, we are confident in achieving these goals and creating even more value together.

Additionally, we have identified new opportunities for mutual benefits, such as cross-promotions, joint events, and knowledge sharing initiatives. These initiatives will not only enhance our partnership but also drive growth and value for both organizations.

I would like to invite you to discuss the partnership renewal further. Your input and feedback are invaluable, and we believe that together, we can craft an agreement that aligns with our shared objectives.

Thank you for your attention, and I look forward to our conversation.

Best regards,
[Your Name]

Top tips to follow when emailing for business proposals 

A few tricks can assist you in getting your proposal in front of the proper individual and convincing your target that you have what they want. They include the following:

Determine your target audience and their needs

The first step in writing a proposal email is knowing who you are sending it to. By understanding your audience, you can tailor the email to include language and content that resonates with them. In some cases, you may need to submit a proposal to a prospective customer whose email address is not readily available.

Knowing their name is still essential even if you can’t find their email address. If you do, you can personalize the email by referencing them in the subject line and body of the message. This personalized approach enhances the chances of capturing their attention and engaging them in a meaningful way.

Write clear subject lines

Your email proposal’s subject line is crucial, so don’t scrimp on it. Make a good impression on the recipient by ensuring your subject line sticks out. Give as much information as possible about the substance of your email in the subject line.

Many individuals believe it is best to write a catchy subject line that could “trick” the recipients into reading the email. However, this could be counterproductive if the email content isn’t exactly what was described in the subject.

Include the proposal as an attachment or not?

If you’re sending an email proposal, you may either attach it as a file or type it in the body of the message. While typing it out may appear not so different from attaching it, sending long emails to those who haven’t asked for them is oftentimes a bad idea.

Here’s how to make a decision. Can your proposal be summarized in two or three sentences? Yes? Then include it in the body of your email. Otherwise, it may be best to provide an attachment. We recommend writing a disclaimer that your email contains an attachment (ideally in the subject line) so the recipient doesn’t miss it.

Don’t digress from the email’s main point

Keep your proposal email up-to-date and relevant without repeating information. Include important details like contact information (email and phone numbers), costs, and proposed start and finish dates.

Your email should clearly outline what the potential client can expect from you if they choose to move forward with your product. Essentially, be detailed in your presentation of the benefits of your product or services but keep it engaging while at it.

Showcase your unique selling point

Do not forget to highlight your qualifications when writing a business partnership proposal. Explain your unique selling points and why you should be hired as a contractor or subcontractor ahead of others.

If you intend to submit to multiple groups, adjust the relevant section so that your skills, qualifications, and job experience are relevant to the requirements of each organization.

Keep in touch

One important tip when writing proposal emails is to follow up with the recipient after sending a strong proposal. It's not about being pushy but rather showing your commitment and belief in the value of your idea.

Sending a gentle reminder letter a few days after the initial email can serve as a subtle nudge, reminding the recipient to take a look at your proposal if they haven't already. This follow-up shows your dedication and increases the chances of getting a response.

Final Thoughts

The benefits of writing a great proposal email cannot be overemphasized; it allows your potential clients to feel that you understand their difficulties and have the best solution. Keep the proposal email simple and concise to attract the right clients and win over your chosen business partners. You can download and edit any of our templates to taste or simply generate a well-written email using AI-powered tools like HIX.AI. Feed the AI with simple prompts, and it will draft a professional and award-winning email in no time.

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