Proposal Letter

Every organization is set up with the intention of sale of either products or services. And each
one of them needs to promote their product or service to survive in the market. These are times
of survival of the fittest and each organization has to prove that it is fitter than the other. All
these organizations obviously preach that their products or services are the best as compared to
their competitors but they need to prove it to the customer today because Customer is king.
When an organization or individual has made a decision to buy a product or avail of a service
they request for a quote from organizations that offer the desired product or service and a
Proposal Letter is then sent by these organizations. A Proposal Letter is a price quotes or benefit
description offered to an individual to make an attempt for a sale.
A Proposal Letter is an official formal letter so the language also needs to be professional and
formal. Since a sale has not yet been made the tone of the letter should be offering in nature
and not ordering in nature. A Proposal Letter is always written in response to a quote request
so that must be referred in the letter. All terms and conditions of the deal must either be specified
in the letter itself or attached as an enclosure.
DOS AND DONTS OF PROPOSAL LETTER

A Proposal Letter should always be written in a formal way

Since it always is in response to a request for a quote, the request should always be
referred to in the letter

The letter should be as soon as a quote request has been made to show the urgency from
the sellers side also

Since it is the world of great competition, the best and most competitive quote should be
given

The proposal should sound beneficial both for the seller as well as the customer

The Proposal Letter should always be on a company letterhead

All contact details should be clearly mentioned in the letter if any contact needs to be
established

A call should also be made a few days after the Proposal Letter has been sent

SAMPLE PROPOSAL (Online) LETTER

______________________________________________ (Name and address of customer)

________________ (Date)
Subject: Proposal for flower decoration for the wedding
Dear Sir or Madam
We are in receipt of your request for a quote for flower decoration for the wedding of your
daughter on _____________________ (date) at ________________________ (venue).
We thank you for showing interest in the quality of our work and wish to give you a proposal as
per details listed below:
1. The cost of the decoration will be Rs._________. This is inclusive of the decoration,
material and labor.
2. We need ________ (hours) to get the venue ready so we will be arriving there at _______
(time) to get the place ready well before your guests start coming in.
3. Ms/Mr __________ (name of person in-charge of assignment) will be totally responsible
for this assignment from our side. S/he may be contacted for any clarifications required if
any
4. Our representative will call you a day in advance to reconfirm the program as per our
discussions
5. We require 50% advance in the form of a post-dated cheque that should be given to us 7
days before the work date and the balance after the event.
6. As a gesture of gratitude for the order we will decorate one additional space at the venue
absolutely free of charge.
We assure you of an excellent quality of work clubbed with timely delivery.
Thanking you in anticipation.

Best regards,
(Name of signing authority)