How to Write a Proposal: Best Practices and Common Mistakes to Avoid

Do you remember your excitement when you landed your first big client? The thrill of starting a new project, the satisfaction of knowing you’re helping someone with your work. However, before you start working, you must convince your client that you’re the best person for the job. And how do you do that? By writing a winning proposal.

But here’s the thing – writing a proposal that wins over clients takes work. I know this firsthand. When I started as a freelancer, I spent hours crafting what I thought was a perfect proposal, only to have it rejected by the client. It was frustrating and demotivating and made me doubt my abilities.

But over time, I learned how to write strong proposals. Through trial and error and learning from my mistakes, I was able to craft proposals that not only impressed my clients but also won me new business.

In this article, I will share the best practices for writing a winning proposal and highlight common mistakes to avoid. By following these tips, you’ll be able to write a proposal that stands out from the competition and impresses your clients. I’ll share real-life examples and personal anecdotes to help you understand best practices.

So, if you’re a freelancer, small business owner, or salesperson, keep reading if you want to win more business.

What is a Proposal?

At its core, a proposal is a document that outlines a solution to a client’s problem or need. Its purpose is to persuade the client that your solution is the best option for them. A proposal is typically a formal document submitted in response to a request for proposal (RFP) or a request for quote (RFQ).

Proposals can take many forms in length, complexity, and format. They can be written documents, slideshows, or even videos. However, regardless of the format, a good proposal should contain the following elements:

• A clear understanding of the client’s needs and objectives
• A detailed solution that meets the client’s needs and objectives
• A description of the value that your solution provides
• A competitive pricing structure

Proposals differ from other business documents because they focus more on the client’s specific needs and requirements. For example, while a business plan provides an overview of a company’s goals and strategies, a proposal is tailored to the client’s specific project or request.

Real-life examples of situations where proposals are needed include:

• A marketing agency responding to an RFP for a new branding campaign
• A software company submitting a proposal for a new software development project
• A freelance writer responding to a client’s request for a blog post or article
• A construction company submitting a proposal for a building project

In the following sections, we’ll explore the best practices for writing a winning proposal, common mistakes to avoid, and tips for improving your proposal writing skills.

Best Practices for Writing a Winning Proposal

Writing a winning proposal requires careful planning and attention to detail. To help you write a proposal that impresses your clients, we’ve compiled a list of best practices you should follow.

Conduct Research

Before you begin writing your proposal, it’s essential to conduct research on the client, their needs, and their competition. You’ll better understand their challenges, pain points, and objectives. This information will allow you to tailor your proposal to their specific needs and provide a solution that meets their requirements. Research can include analyzing the client’s website, reading their annual reports, or even conducting interviews with their employees.

Craft a Compelling Executive Summary

The executive summary is the first thing a client will read, and it’s essential to make it compelling and attention-grabbing. The executive summary should provide an overview of your proposal, including a summary of the client’s needs, your proposed solution, and the value you’ll provide. It should be clear, concise, and written to capture the client’s attention.

Write Clearly and Concisely

When writing a proposal, it’s crucial to write in clear, concise, and easy-to-understand language. Avoid using jargon or technical terms that the client may not understand. The proposal should be written in a way that’s easy to follow and understand.

Make it Skimmable

Clients often receive many proposals, and they don’t have the time to read through every word of each one. To make your proposal stand out, it’s essential to make it skimmable. Use headings, bullet points, and visuals to make the proposal easy to skim and digest. This approach makes it easy for clients to quickly understand the vital points of your proposal.

Be Creative

Finally, when writing a proposal, it’s essential to be creative. A unique and clever proposal is more likely to capture the client’s attention and stand out from the competition. For example, you could use a creative format, such as a video or a slideshow, to present your proposal. You could also include case studies, testimonials, or other forms of social proof to demonstrate your expertise and success.

Common Mistakes to Avoid

When writing a proposal, there are several common mistakes that you should avoid. Doing so will increase your chances of winning new business and impress your clients. Here are some of the most common mistakes to avoid when writing a proposal:

Failing to Research

You must research the client, their needs, and their competition to avoid making mistakes when writing a proposal. With this information, you’ll be able to tailor your proposal to the client’s specific needs, which can lead to a rejected proposal. Research is crucial for understanding the client’s challenges and providing a solution that meets their requirements.

Writing a Generic Proposal

Another common mistake is writing a generic proposal that’s not tailored to the client’s specific needs. A generic proposal can make it seem like you haven’t taken the time to understand the client’s needs, which can lead to a rejected proposal. To avoid this mistake, it’s essential to conduct research and tailor your proposal to the client’s specific needs.

Poor Structure

A poorly structured proposal can make it difficult to read and understand, leading to a rejection. A well-structured proposal should have a clear introduction, body, and conclusion. The proposal should be organized in a way that’s easy to follow and understand, with headings and bullet points used to make it skimmable.

Failing to Follow Instructions

Failing to follow the client’s instructions and guidelines is another common mistake that can lead to a rejected proposal. Clients provide instructions and guidelines for a reason, and failing to follow them can make it seem like you’re not taking their needs seriously. Make sure to read the instructions carefully and follow them to the letter.

Lack of Creativity

A lack of creativity can make your proposal bland and unmemorable, leading to a rejection. To avoid this mistake, think outside the box and devise unique and creative ways to present your proposal. Use visuals, case studies, or other forms of social proof to make your proposal stand out from the competition.

Tips for Improving Your Proposal Writing Skills

Improving your proposal writing skills takes time and practice. Still, you can become a better proposal writer with the right approach. Here are some tips for improving your proposal writing skills:

Practice Writing Proposals

One of the best ways to improve your proposal writing skills is to practice writing proposals. Start by writing sample proposals that you can use to refine your writing style and test out new techniques. Once you’ve written a proposal, ask for feedback from colleagues or friends who can provide constructive criticism. This feedback can help you identify areas for improvement and refine your writing style.

Attend Workshops or Take Classes

Another way to improve your proposal writing skills is to attend workshops or classes. Many organizations offer workshops or courses on proposal writing, which can provide valuable insights and guidance on writing winning proposals. These workshops and classes can also offer opportunities to network with other professionals and learn from their experiences.

Read Successful Proposals

Reading successful proposals can also help you improve your proposal writing skills. Analyze what makes these proposals successful, and note the authors’ techniques and strategies. Look for proposals similar to what you’re trying to write and study them closely to gain inspiration and ideas for your proposals.

By following these tips, you can improve your proposal writing skills and write winning proposals that impress your clients and win you new business.

In conclusion, writing a winning proposal takes time, effort, and practice. By following the best practices we’ve outlined, avoiding common mistakes, and following the tips for improving your proposal writing skills, you can become a better proposal writer and win more business for your company.

We encourage you to use the best practices and tips in this article and avoid common mistakes when writing your next proposal. Remember that writing a winning proposal takes time, effort, and practice. Following these guidelines will increase your chances of winning new business and impressing your clients.