Writing a proposal can be a daunting task especially when you are unsure whether or not the clients mean it when they ask you for a proposal. However, that is not a reason for you to not writing since opportunities might open wide. So take your time and write your proposal to convince the clients that you are excellent in providing solutions.
• State Problems. The Problem Statement section in a proposal should consist of the problems of the clients you need to solve, how the problems should be solved and how the clients know whether or not the solutions succeed. The best way to stating their problems as proof that you truly understand what they need is by using their phrases or words. This is a nice trick to let them know that you listen to them carefully and that is why you imitate what they said. You can also include some emotive words to express your emotions so that the clients can feel you are putting yourself in their shoes. Using an emotional approach to attract their interest is a great idea.
• Recommend Solutions. After stating the clients’ problems, now you can recommend your proposed solution. The best solution is the one that tailors the goals and objectives of the clients, so you need to connect them. To ensure that your proposed solution is really helpful, you need to demonstrate the expectation after implementing it. You can also provide some information related to the expectation to let the clients know and determine the success of the proposed solutions in addressing their problems. More explanation about the results of solution implementation should be stated to make it more specific. Create a picture in their mind of what it looks like after the solution used in their business. When the results and expectation are tailoring their needs, they surely have no reason to make rejection towards you.
• Informing the Price. This part should be clear enough for the clients to understand what things they should cover for running the project. You need to provide detailed information about the items included in the project. List the in scope and out of scope items as well as the additional charge required. by doing this you can help the clients understand how the costs ended and what things are not making profits for the project, but you want them to do that as well if they are glad to. Sometimes it is better just to give a cost summary rather than listing individual prices because the clients might be encouraged to choose things they think they like. Since this part is very essential, you shouldn’t start writing your proposal if you haven’t had an image or draft about how the cost should be informed. If in case the clients reject your solution, you can ask for a discussion to determine what changes have been made in the proposal, which is different from the first discussion. Ask them which parts they want to remove, if any, to make your proposal successful in tailoring their needs.
• Estimating Schedule. The time estimation for finishing the project should be realistic and comfortable for you. Don’t set a short schedule just because the clients want you to finish it quickly while you can’t do that. This will just lead you to a big failure. In the end, you will just be blamed for not finishing the project on time. Don’t bully yourself in setting the schedule. Discuss with the clients about their expectations and suit it to your abilities. Both parties should agree so you can finish the project on time properly and the clients get it done as they want.
• Telling What’s Next. After the proposal sent, there are some more steps to do, not just accepting or rejecting. The clients might need to call for asking questions or having discussions, or they might need to sign certain documents. Tell them what to do next after the proposal sent, and tell them as well what you will do as a response to their action.
• Including Terms and Conditions. Sometimes you might need to add this section at the end of your proposal if necessary. You can also include information about your company near the end of the proposal just to inform the clients of who you are. Remember to make it proper, not too much because the clients are more interested in what you can do for them, not who you are. Don’t brag too much about your company to avoid the clients feeling uninteresting.
• Creating Template. Having a template will help you easily complete your proposal, so take your time to create it with the right structure and format. This template can be saved so that later when you need to send a proposal you can simply edit it without starting from scratch. Keep in mind that one proposal can’t be sent to different clients. Every different client needs different proposals, so make sure you will not use the same old proposal for the next bids.
Whenever you have time to write a proposal, do this properly and carefully to make your precious time used maximally.