How to Write a Proposal Submission Email and Samples

    Writing a proposal submission email may seem to be a straightforward task. Surely, you’ll need to identify yourself, offer a few facts about the job, and quote a fee for your services. A proposal email is delivered either as a prologue to a complete and more extensive business proposal or as an integral component of the actual proposal, serving as a cover letter to entice prospective customers to learn more about the company.

    The phrases “proposal” and “proposal email” are often used interchangeably when referring to business proposals. As a result, a “proposal email” should be treated as if it were a complete proposal, and you should organize and construct your document in this manner.

    Read More: Email Samples for Rejecting a Business Proposal

    How to Write a Proposal Submission Email

    You should always adhere to any particular instructions the receiver provides, especially if you are responding to a call for proposals (request for proposal). When writing a proposal email, you may generally use the format outlined below:

    Introduction and Historical Context

    In the proposal submission email's opening paragraph, include some background information to help the reader understand the email's purpose. Include a remark in the opening lines stating that you have previously engaged with the recipient.

    You may have addressed the potential client’s issue and developed an initial set of goals for the relationship. Make a passing reference to this dialogue and quickly repeat (in a few phrases or less) why you are well-suited to give a resolution.

    Goals Should be Outlined in Detail

    Making goals and objectives precise is the most fantastic way to ensure that they are accomplished. The objectives should be expressed in a list format, ideally with supporting illustrations. If you want to state something like “We will improve productivity by 20% over three months,” rather than “We will greatly increase productivity,” it is preferable to use “We will significantly enhance productivity.” You may also wish to provide specifics about the strategies and tactics you intend to use to reach your goals.


    What methods will be used to keep consumers informed of progress? Will you be sending a weekly report to our company? Will they have access to a dashboard that displays real-time analytics? Who will serve as the primary point of contact? Which measures will you use to evaluate your performance? Explain how you intend to guarantee that your receivers know the project’s progress and progress in the proper direction.

    proposal submission email
    How to Write a Proposal Submission Email and Samples 2

    Read More: Email Samples for Accepting Business Proposal


    A rough estimate of the budget should be included in your cover letter; however, it is unnecessary to provide a detailed breakdown of prices in your cover letter. The cost of a project is a significant consideration in the decision-making process. Thus it is critical to include this information in the proposal.

    Information about How to Get in Touch

    Give the customers your complete set of contact information after the email. Including a phone number and email address may be pretty beneficial if they wish to call or email you straight after reading the message.

    Proposal Submission Email Sample

    The proposal submission email template provided below is created to illustrate how a generic proposal business email may be written. Depending on your knowledge of your target, you may decide to lengthen or shorten the document or add more content to specific areas as needed.

    Proposal to be a Recruitment Officer

    To: The Managing Director, Bennet’s Oil,
    Subject: Proposal submission email regarding staff development
    Greetings, Ms. Jessica Hopkins,
    The conversation we had on Friday regarding the challenges you have in personnel recruiting and training was quite beneficial. You expressed a goal to enhance recruiting methods and implement tried-and-true results-oriented employee onboarding techniques in your response.
    In the case of Alaric’s Recruiting Company, we have more than twenty years of expertise in providing recruitment services to businesses much like the one you represent. Due to our previous work with Company XYZ and Company ABC, our staff has unique knowledge in the industry in which you operate.
    In this email, I’d like to quickly discuss how Alaric’s Recruitment Company would give a comprehensive solution to your issue, as well as the targets we would strive to reach as a result of our collaboration.
    While maintaining existing outcomes, our overarching aim is to lower the entire resources – staff time and overall expenditure – spent on recruiting by 8% percent while also reducing overall costs. We will increase the productivity of new employees by 15% percent during their first three months of work by strengthening the training procedures for new employees.
    There are several intermediate goals that we would need to fulfill to accomplish this:
    In-depth examination of existing recruiting and training processes
    The development of testing infrastructure and the construction of workable key performance indicators (KPIs).
    There will be a time of testing and deployment to discover any potential beneficial improvements.
    Over many months, a longer-term examination and optimization of new procedures is carried out.
    Evaluation and reporting are essential.
    You will get a monthly report that will include all of the key performance indicators (KPIs). The team leader will be the primary point of contact for you. A presentation outlining testing results, positive adjustments, and overall progress toward the project’s goals will be held once a quarter, and you will be asked to attend.
    As previously noted, the project’s estimated cost is $25,000, which will be paid in quarterly payments over 12 months. The project is expected to take 12 months to complete. In addition to being flexible and open to discussion, this payment plan may be customized.
    If you would want to go on with the project, please do not hesitate to contact me. I’ve put my contact information in the section below. If you are ready to get started right away, please sign up using the form below.
    John Edward,
    Scouting Officer Alaric’s Recruitment Officer.

    Read More: Sample Email For Requesting Document from a client

    Business Development Manager Proposal Submission Sample

    Greetings, Mr. Paul Daniels
    My name is Joe Allen, and I am a business development manager with Alley’s Commercial Floor Care. My objective in sending this email proposal is to decrease the cost of Elena’s Grocery Shops nightly cleaning service by 12% using only direct hire labor. We can do this within 45 days of proposal acceptance.
    Here’s how the transition would be implemented:                     
    First, Alley’s Commercial Floor Care will hire the labor to work in all 18 Elena’s Grocery stores within three days.
    Within 45 days, we will deliver nightly cleaning services, including scrubbing and buffing floors, high dusting, and polishing fixtures. We will do this overnight, seven days a week, and Elena’s Grocery Shops will have access to a customer service line available for them to dial into at any time if there are issues. I will be your main point of contact throughout this process.
    We at Alley’s Commercial Floor Care believe this will solve the issues you discussed in our meeting. First, you said you were concerned with ensuring quality standards are met, but you also want to reduce costs. We are offering our services for $250 a day and will continue services on an ongoing basis.
    Thank you for your time. I will follow up in one business day if I haven’t heard from you sooner,
    Joe Allen,
    Business Development Manager.

    Proposal Submission Email Obtaining a Grant Request

    Hello Ms. Jolly Frederick,
    It is with great pleasure that Grapevine Delight’s School presents this proposal for your consideration. The Read to Thrive program, which we will implement in collaboration with you, will help our students who have poor reading skills succeed in school. Grapevine Delight’s School has over 100 students who risk falling behind in their reading performance by at least two years compared to their current grade level. Using the Read to Thrive! Program, all students with poor reading skills can learn to read at grade level while also increasing their reading speed, comprehension, and attention span when they are reading.
    We have seen measurable progress, and we are now looking to expand our Read to Thrive! Program to meet the needs of all at-risk students at Grapevine Delight’s School, which is currently at capacity. Our proposal seeks $16,504 in funding to purchase the software, hardware, and training necessary to equip the Grapevine Delight’s School resource room with five assistive reading systems, each of which includes a computer, scanner, and assistive reading software, as well as the necessary training.
    Taking an interest in assisting our pupils in developing their reading abilities via our new reading program is much appreciated by us at Hope Alive Foundation! If you require any additional information or have any questions regarding this proposal, please get in touch with me at 726383387383 at your convenience.
    Thank you very much.
    Mo Phillip
    Special Education Coordinator.

    Another Proposal Submission email

    Hello Mark Anthony,
    I hope you had a fantastic time over the weekend.
    I’m writing to express my gratitude for taking the time to assist me in better understanding your company’s requirements.
    According to what I understand, you have not prioritized content marketing, which is costing your organization an estimated $25,000 in unrealized revenues per month.
    You would want to begin creating content that is supported by a solid lead nurturing strategy to attract traffic that has the potential to convert into customers.
    Following up on our Zoom conversation, my objective is to write valuable blog pieces and ebooks that attract high-quality leads and eventually convert them into customers.
    The introductory pricing for my service, as you are well aware, is $1500 each month for a total of four blog entries. You will get the following items as part of this package:
    SEO Keyword research.
    A synopsis and an overview of the content (e.g., screenshots, images, e.t.c).
    Extensive research.
    Posts on your WordPress blog, etc.
    I’ll begin with an introduction call with the VP Marketing and Content Director to discuss your content strategy and do more research on your target demographic.
    I will then do keyword research and deliver the results by 3rd November 2021. By the 13th of November, 2021, you will have received the recommended themes and content briefs.
    When I get your approval through email, we can go to work as quickly as possible. Thank you for taking the time to read this.
    George Phantom.


    Following the rules and using the samples above can enable you to write the proposal email. Remember, the goal is to win a client over. Good luck!

    Jim Blessed
    Jim Blessed
    Jim Blessed is a certified content specialist. He's a versatile and accomplished writer with diverse knowledge in creating unique content for different niches. When he's not clicking away at his keyboard or learning new things, he's listening to or reading other peoples' thoughts.

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