How to write a business proposal 

Are you looking for investors to expand your business, or perhaps you’re trying secure funding or approval for new initiatives? In these and many other cases, you might be looking for how to write a business proposal that engages and persuades, helping you achieve your aim. 

A well-written business proposal is essential for securing new clients, partnerships, or funding. It also serves as a persuasive document that outlines your ideas, solutions, and value proposition. By following a structured approach and incorporating effective communication techniques, you can create a compelling proposal that resonates with your target audience.

In this article, we’ll define what is a business proposal and how to write a business proposal that engages and persuades. Plus, we’ll showcase some business proposal templates you can use to map out your business proposal. On top of that, we’ll explore how Infogram, a powerful data visualization tool, can support the creation of your business proposal, making your points shine with engaging charts and visualizations.

What is a business proposal?

A business proposal is a formal document that presents a proposed solution to a specific problem or need. It typically includes a detailed description of the project, its objectives, the proposed approach, the expected outcomes, and the associated costs. The goal of a business proposal is to convince the recipient that your solution is the best option and to secure their support or investment. It also includes a cost breakdown, highlighting the financial investment required and potential return on investment (ROI). 

The overall goal of a business proposal is to persuade your audience that your solution offers the most value, ultimately aiming to secure their support, business partnership, or investment, while establishing trust and credibility. Additionally, the business proposal may include case studies, testimonials, or references to reinforce qualifications and experience in delivering similar solutions.

Types of business proposals

There are several types of business proposals, each tailored to a specific purpose. Let’s explore some of them! 

Sales proposals 

These types of business proposals are designed to persuade potential customers to purchase a product or service. They typically include a detailed description of the offering, highlighting its key features and benefits. To be effective, sales proposals should address potential objections and provide compelling reasons for customers to choose your solution. By clearly articulating the value proposition and demonstrating how your product or service can solve their problems, you can increase the likelihood of securing a sale.

Grant proposals 

Grant proposals are submitted to secure funding for a project or initiative from government agencies, foundations, or corporations. These proposals must clearly outline the project’s goals, objectives, and expected outcomes. Furthermore, it’s essential to demonstrate the project’s impact on the community or field of study and align it with the funder’s mission. Ultimately, a well-crafted grant proposal should include a detailed budget and timeline, as well as a plan for evaluating the project’s success.

Investment proposals 

These proposal types are presented to potential investors to secure funding for a business venture. They typically include a well-rounded business plan, financial projections, and information about the investment opportunity. To attract investors, it’s crucial to highlight the company’s growth potential, competitive advantage, and the team’s experience and expertise. By presenting a compelling investment case in these types of proposals, you can persuade investors to allocate their capital to your venture.

Joint venture proposals 

Joint venture proposals are used to propose a partnership between two or more companies to work on a specific project or venture. These proposals should outline the mutual benefits of the collaboration, address potential risks and challenges, and establish clear expectations for both parties. 

RFP/RFQ responses 

These proposals outline the specific requirements for a project or service. To be competitive, RFP/RFQ proposals must clearly demonstrate your understanding of the RFP/RFQ guidelines and your ability to meet the client’s needs. By tailoring your response to the specific requirements and highlighting your qualifications and experience, you can increase your chances of being selected for the project.

How to write a business proposal

Stage 1: Understanding the target audience

Before writing your proposal, it’s crucial to understand your target audience. Identify the decision-makers, their needs, and their preferences. Research their company, industry, and any relevant projects or initiatives. This information will help you tailor your proposal to their specific interests and requirements.

Stage 2: Conducting thorough research

Gather as much information as possible about the client’s business, industry, and the specific problem or need they are trying to address. Analyze competitors and identify market trends. This research will help you develop a comprehensive and relevant proposal.

Stage 3: Developing a strong executive summary

The executive summary is the first thing your audience will read, so it’s essential to make it compelling. Clearly state the problem or need, your proposed solution, the key benefits, and the expected outcomes. Keep this part concise and engaging.

Stage 4: Outlining the proposal

Creating a clear and logical structure for your proposal is crucial to effectively communicating your ideas and increasing your chances of success. Here’s a breakdown of the key sections to include:

Introduction

• Begin with a strong opening statement that captures the reader’s attention and sets the tone for the proposal.
• Briefly introduce your company, its mission, and relevant experience.
• Clearly state the purpose of the proposal and the desired outcome.

Problem statement

• Clearly define the problem or need that your solution addresses.
• Use data or statistics to illustrate the scope and severity of the problem.
• Explain how the problem affects individuals, organizations, or society as a whole.

Proposed solution

• Describe your proposed solution in detail, outlining the approach, methodology, and expected outcomes.
• Explain how your solution is unique or superior to other options on the market.
• Anticipate and address any concerns or questions that the reader may have.

Methodology

• Explain how you will implement your solution, including the timeline, resources, and team involved.
• Discuss potential risks and challenges, and outline your strategies for mitigating them.
• Describe the quality control measures that will be in place to ensure the success of the project.

Timeline

• Use a Gantt chart or other visual tool to illustrate the project timeline.
• Identify and emphasize the most important milestones and deliverables.
• Build in contingency planning to account for unexpected delays or changes.

Budget

• Provide a clear and detailed budget, including costs for materials, labor, and other expenses.
• Explain the rationale behind each budget item and how they contribute to the project’s success.
• Allocate a portion of the budget for unexpected costs or changes.

Conclusion

• Recap the main points of your proposal and reiterate the benefits of your solution.
• Encourage the reader to take the next step, such as scheduling a meeting or approving the proposal.
• End the proposal on a strong note, emphasizing the value you can bring to the client or organization.

Stage 5: Writing the body of the proposal

When writing the body of your proposal, develop each section with thorough, detailed explanations that address the client’s needs or the problem at hand. Use clear, concise language to convey your points effectively, avoiding unnecessary jargon or complexity. Also, break down the solution into manageable parts, making sure each section builds logically on the previous one. And make sure to support your claims and recommendations with solid evidence, such as relevant data, statistics, or case studies, demonstrating the feasibility and effectiveness of your approach. Incorporating visuals like charts, graphs, or diagrams can help to clarify complex information, increase engagement, and make your proposal more persuasive. The body should also outline your proposed timeline, deliverables, and cost breakdown, making it easier for your audience to understand both the short-term and long-term benefits.

Stage 6: Creating a compelling conclusion

In the conclusion of your proposal, tie together all the key elements discussed in the body, providing a concise summary of how your solution meets the client’s objectives. Emphasize the most important benefits and why your approach is the best option for solving their problem. 

Also, reiterate the value proposition, including any competitive advantages, and clearly articulate the expected outcomes. 

Your conclusion should leave a lasting impression, so include a strong call to action that encourages the recipient to take the next step, whether it’s scheduling a meeting, signing a contract, or approving the proposal. Overall, ensure the conclusion feels confident and optimistic, reinforcing that your solution is the ideal choice for their needs.

Stage 7: Proofreading and editing

Before submitting your proposal, it’s essential to thoroughly proofread and edit the document to ensure it’s free of errors. Review the text for any grammatical, spelling, or punctuation mistakes that could detract from the professionalism of your work. Also, check for clarity, making sure that each section flows logically and is easy to understand. 

In addition to refining the text, review the overall design and layout to confirm it’s visually appealing, with consistent formatting, fonts, and alignment. Consider having a colleague or third party review the proposal to catch any overlooked errors and to gain fresh insight into how effectively the proposal communicates its message.

Common mistakes to avoid

Failing to understand the target audience

One of the most common mistakes made in business proposals is failing to understand the target audience. To effectively tailor your proposal, it’s essential to research the decision-makers’ needs, interests, and decision-making styles. By understanding their perspective, you can tailor your message to address their specific concerns and highlight the benefits of your solution.

Providing insufficient detail

Another common mistake is providing insufficient detail in your proposal. Ensure that your solution is clearly and thoroughly explained, avoiding vague or generic statements. Also, support your claims with evidence, such as data, case studies, or testimonials, to strengthen your credibility. Additionally, address potential risks or challenges associated with your solution to demonstrate your thoroughness and preparedness.

Using overly technical language

Using overly technical language can also hinder the effectiveness of your proposal. Avoid jargon and write in a way that is easy to understand for a general audience. Explain complex concepts in clear and concise terms, and provide definitions for any technical terms that may be unfamiliar to your readers. By writing in plain language, you can ensure that your message is accessible to a wider audience.

Neglecting visual elements

Neglecting visual elements can also detract from the overall impact of your proposal. Incorporate visuals, such as charts, graphs, or diagrams, to illustrate complex concepts or data. These visuals can improve understanding and make your proposal more engaging. However, it’s important to choose appropriate visuals that are relevant, clear, and easy to understand.

Overlooking the importance of proofreading

Finally, overlooking the importance of proofreading is a common mistake that can undermine the credibility of your proposal. That’s why it’s important that you carefully review your proposal for spelling, grammar, and punctuation errors. Also, ensure that your proposal is consistent in terms of formatting, style, and tone. Plus, consider asking someone else to review your proposal for any errors or inconsistencies you may have missed. 

Business proposal templates

Creating a well-structured and visually appealing business proposal is crucial for effectively communicating your message. Infogram offers a variety of infographic, report, slide, and other templates that cater to different styles and project requirements, making it easy for you to find the right fit. Let’s explore some templates great for building your business proposal on:

#1 Business proposal template

This sleek business proposal template is perfect for those who want to make a bold statement. It incorporates high-quality charts and images, making it ideal for projects that require a modern and professional aesthetic. The layout emphasizes visual elements like graphs and data, ensuring that key information stands out.

#2 Minimalistic business proposal template

For those seeking a clean and uncluttered design, this minimalist business proposal template is a perfect fit. Its simplicity allows the focus to remain on the content, providing a clear, distraction-free layout. The emphasis here is on straightforward communication, ensuring your proposal is easy to read and digest.

#3 Business proposal template

If your proposal relies on data, this template is perfect. It allows you to present complex information in a visually appealing and digestible format, thanks to its selection of charts, graphs, and data visualizations. Overall, it’s a powerful tool for showcasing statistics, trends, and outcomes in a compelling way.

#4 Business proposal template

This versatile business proposal template combines a strong visual impact with data-driven insights. Featuring a large, eye-catching image at the front, it grabs attention immediately while integrating charts and data throughout the proposal. It’s perfect for businesses that want a balance between storytelling and analytics, making it an excellent fit for agencies, startups, and creative industries looking to showcase their expertise and creativity.

#5 Business proposal template

This template stands out for its use of timeline graphics, icons, and data visualizations, making it a highly organized and visually informative choice. It’s ideal for proposals that need to communicate a project’s phases or milestones clearly, such as project management, event planning, or product development proposals. The template’s design ensures that the flow of information is intuitive, guiding the reader through the key steps and data points in a logical, visually engaging manner.

Ultimately, by using these and other templates from Infogram, you can elevate the quality and professionalism of your proposals, ensuring that they are both informative and visually compelling. Each template caters to different needs, from data-heavy presentations to minimalist reports, allowing you to choose the one that best fits your audience and objectives. Explore more templates here!

Tips for writing a business proposal

To make sure your business proposal effectively communicates your idea, consider the following tips and create a truly impactful business proposal that’s informative, engaging, and persuasive. 

Tailor your proposal to the audience

One of the most effective ways to increase the impact of your business proposal is to tailor it to the specific needs and preferences of your target audience. By understanding their decision-making styles, you can write a message that resonates with them on a personal level. To do that, research their backgrounds, identify their pain points, and anticipate potential objections to tailor your proposal accordingly.

Use strong storytelling techniques

In addition to understanding your audience, incorporating strong storytelling techniques can make your proposal more engaging and memorable. For example, create a compelling narrative that highlights the benefits of your solution and connects with the reader on an emotional level. Use vivid language, personal anecdotes, or case studies to make your proposal more relatable and impactful.

Keep it concise and focused

While it’s important to provide comprehensive information in your proposal, it’s equally important to keep it concise and focused. Avoid unnecessary details and stick to the key points that are most relevant to your target audience. Use bullet points and headings to organize your proposal for easy readability and limit the length to ensure that the decision-makers can review it efficiently.

Proofread carefully

Proofreading is a critical step in the proposal writing process. Carefully review your proposal for spelling, grammar, and punctuation errors. Ensure that your proposal is consistent in terms of style, tone, and formatting. Consider asking someone else to review your proposal for any errors or inconsistencies you may have missed. A polished and error-free proposal will leave a positive impression on the reader.

Use visuals effectively

Visual elements can significantly improve the effectiveness of your proposal. Incorporate charts, graphs, or diagrams to illustrate complex concepts or data. These visuals can break up large blocks of text and make your proposal more visually appealing. 

Here, consider using Infogram, a powerful data visualization tool that’ll help you create highly engaging and informative data visualizations with ease.

Address potential objections

Addressing potential objections proactively can demonstrate your thoroughness and anticipate the concerns of the decision-makers. Identify potential objections and provide compelling responses that highlight the benefits of your solution. By addressing these concerns upfront, you can build trust and credibility.

Build trust and credibility

Finally, building trust and credibility is essential for the success of your proposal. Showcase your company’s experience, expertise, and success stories. Provide references or testimonials from satisfied clients to demonstrate your track record. By highlighting your qualifications and capabilities, you can instill confidence in the decision-makers and increase the likelihood of a positive outcome.

By following these tips, you’ll be able to create a business proposal that scores in engaging and inspiring your audience.

Business proposal ideas

There are many different initiatives and requests that require you to write and present a business proposal. To give you an idea of what to include in different business proposals, here’s a list of business proposal ideas and key aspects each should focus on.

New product or service launch

When proposing a new product or service, it’s essential to highlight its unique features and benefits. Emphasize how your offering differentiates itself from competitors and addresses a specific customer need. Here, it’s important that you provide a compelling value proposition that clearly articulates the advantages and benefits of your product or service.

Partnership proposal

A partnership proposal should demonstrate how the collaboration aligns with the strategic objectives of both companies. Here, outline the proposed structure of the partnership, including the roles, responsibilities, and resource contributions of each partner. Also, address potential risks and challenges to ensure a smooth and successful partnership.

Funding request

When seeking funding for a new project or initiative, presenting a compelling case that highlights the importance and impact of the project is key. 

Provide a detailed budget that justifies the funding request and demonstrates the financial viability of the project. Additionally, outline how the project will generate a return on investment or achieve long-term sustainability.

Consulting services

When proposing consulting services, make sure to showcase your expertise and qualifications in the relevant field. Here, you want to tailor your proposal to address the specific needs and challenges of the client, providing a clear scope of work, timeline, and methodology. Ultimately, try to demonstrate your ability to deliver value and achieve the desired outcomes.

Marketing campaign

A successful marketing campaign proposal should define clear objectives, such as increasing sales, brand awareness, or customer engagement. In this type of proposal, make sure to present a comprehensive strategy that outlines the target audience, messaging, channels, and tactics to be used. Also, demonstrate how the campaign will generate a positive return on investment and align with the overall business goals.

With these business proposal examples and ideas, you can have a better understanding of what to focus on in each case and how to create and successfully deliver your business proposal.

Create impressive business proposals with Infogram

Creating a winning business proposal relies on clear communication, persuasive arguments, and engaging visuals. While this guide has equipped you with the essential steps and valuable tips to write a compelling proposal, there’s one crucial element we haven’t fully explored: data visualization.

Infogram steps in to help you create impactful data visualizations and designs for your business proposal. It’s a powerful data visualization tool that empowers you to transform complex information into clear, informative, and eye-catching charts, graphs, infographics, and more.

Why Infogram?

1. Infogram offers a great selection of templates, from minimalist designs for clear communication to data-heavy presentations for showcasing trends and statistics. Choose the template that best aligns with your audience and project needs. 
2. Breathe life into your data with Infogram’s intuitive interface. Create professional-looking charts and graphs in minutes, even if you have no design experience.
3. Visuals break up text-heavy content, making your proposal easier to digest and more visually appealing. This keeps your audience engaged and focused on your message.
4. Data visualizations present a clear picture of your proposal’s value proposition. Charts and graphs effectively highlight key findings, trends, and ROI, strengthening your arguments and persuading your audience.
   

Beyond the templates, Infogram empowers you to:

• Tailor your visuals to your brand identity with a vast selection of fonts, colors, and design elements.
• Work seamlessly with your team to create and edit visuals directly within Infogram.
• Easily share your proposal with a single click or embed stunning visualizations directly into your document.

By incorporating Infogram’s data visualization capabilities, you can elevate your business proposals from informative documents to persuasive presentations that capture attention, resonate with your audience, and ultimately lead to success.

Ready to create impactful business proposals with the power of data visualization? Get started with Infogram today!