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Sample Business Proposal

Below is another actual Table of Contents from a business proposal that I wrote for a client a couple of years ago. As a sample business proposal it will give you a good idea of the general structure and the issues one needs to cover.

This particular business proposal was written for a large international consulting company that was bidding for the contract to set-up and manage a multi-million dollar civil aviation training center in a country located in the Middle East. The proposal was successful in securing the contract.

Sample Business Proposal - Page 1
Sample Business Proposal - Page 2
Sample Business Proposal - Page 1



How To Write A Proposal

Many of the people who come to my various writing help websites are looking for information on how to write “proposals”. I placed that word in quotes deliberately here because it turns out that people are seeking info on how to write many different types of proposals.

In fact, people are searching for help with writing so many different types of proposals that, when I looked into it further I discovered the following:

There are more than 20 different types of proposals for which people regularly seek help writing. Of course, what I am talking about here are various types of proposal documents. I am NOT referring here to those “other” proposals that a lot of people also seek help with — wedding proposals or marriage proposals!

Take it from someone who has written many proposals over the years – they are not easy to write. They must be highly focused and properly structured. So, while researching this subject I looked into what software was available to help people write and format all the different types of proposals. I have included links to that software below, where appropriate.

The Top 5 Proposal Types that people seek help with online are:

1. Grant Proposals – For funding proposals to all levels of government.
Grant Writing Proposal Kit

2. Business Proposals – For all types of business proposals.
Business Proposal Kit

3. Technical Proposals – Research, academic, business and government.
Professional Proposal Kit

4. Project Proposals – For all types of projects – all sectors.
Project Proposal Kit

5. Sales Proposals – For all types of products and services.
Sales Proposal Kit

In addition to the above list of most popular proposal types, the following is a list of other proposal types that many people also need help writing:

  • Construction proposals
  • Training proposals
  • Thesis proposals
  • Book proposals
  • Technical proposals
  • Show proposals
  • Building proposals
  • Development proposals
  • Network proposals
  • Event proposals
  • Idea proposals
  • Exhibition proposals
  • Design proposals
  • Sponsorship proposals
  • Museum proposals
  • Show proposals
  • and more…

No doubt there are other types of proposals as well. These are just the ones that I noticed that people who were coming to my websites have been looking for information on.

Without a doubt, the best all around proposal writing software and templates that I have yet come across is the Proposal Kit line of proposal packs.

To see an actual sample of a standard business project proposal as developed by the ProposalKit people, click here.

Proposal Writing Tips

Over the years I have written dozens of business and project proposals. I have also been involved in a number of grant proposal submissions. In addition, in a number of my jobs I was directly involved in proposal evaluation as a member of Proposal Evaluation Committees.

As a result of those experiences, I have been intimately involved in the proposal submission and evaluation process from both sides of the fence.

Although each proposal is different in terms of situation, approach, and specific content, there are a few basic rules of thumb that apply to almost all proposal writing situations.

7 Tips For Writing Successful Proposals

  1. Address the Terms of Reference
    Almost all proposal submissions, no matter what the subject, are in response to some sort of Request For Proposal (RFP). An RFP is the document that specifies the specific expectations of the organization soliciting the proposal (i.e. Client). Make sure that your proposal addresses all specific points requested in the RFP document.
  2. Structure Your Proposal After the RFP
    In addition to the previous point about making sure that you cover all requirements specified in the RFP, it is a good idea to organize your proposal in exact lock-step with the RFP. In other words, respond to the RFP points in the exact order that is laid out in the RFP. Do not try to impose your own thinking and/or structure on the client. Your proposal will be evaluated based on the RFP specifications, so it’s best to follow those exact criteria.
  3. Understand the Project
    Make sure that you study the RFP carefully and demonstrate clearly and simply in the Introduction to your proposal that you have a clear understanding of the exact scope and nature of the project at hand. I have been involved in the evaluation of many consultant proposals where it was unclear to evaluators as to whether the bidder truly understood the full extent of the work outlined in the RFP. Missing this is a fatal error that will almost always eliminate your proposal from serious consideration from the outset.
  4. Use the RFP As A Checklist
    Both during the proposal development process, as well as after the draft proposal is complete, go through the RFP point-by-point, against the proposal, to ensure that you have addressed each and every point mentioned in the request document. Failure to address any point in the RFP will penalize your proposal when it is being evaluated.
  5. Check Your Summary
    If your proposal submission includes an Executive Summary make sure it is a true summary. Depending on the complexity of the actual proposal, the Executive Summary should be a one to three page presentation of the highlights of the proposal from an overview perspective. The Executive Summary should not repeat any parts of the proposal, it should summarize it and present an overall bottom line conclusion(s).
  6. Follow the Instructions
    Almost all RFP documents contain specific instructions about how the proposal should be submitted. For example, it may specify that the Cost/Fee Section be submitted separately from the main proposal. Or, it may request a specific type of Executive Summary. Many RFPs have detailed instructions as to how many copies to submit, where to submit them, etc. The important point here is to be sure that you carefully follow the submission instructions provided.
  7. Do A Final Edit
    In my experience evaluating proposals over the years, how well a proposal is written in terms of correct grammar, spelling, and punctuation is an important factor. Even if the proposal is good technically, if it is poorly written and/or riddled with spelling and grammar errors, it will definitely be penalized. Such a proposal indicates sloppiness and a lack of professionalism. If you really want your proposal to have the best chance to be accepted, make sure you have it professionally edited.

As I stated above, there are many different types of proposals for a variety of situations. Nevertheless, if you follow all of the above guidelines your proposal will have a much better chance of being accepted.

For more on the different proposal types click here.

If you need help with a proposal, I have found a company that produces high quality proposal templates and software for almost any type of proposal. It’s called ProposalKit.com. You can check it out right here:
Proposal Writing Kits

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