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 DON’T’S 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 seller’s 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 LETTER
________________ (Name and address of customer)
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:
- The cost of the decoration will be Rs._________. This is inclusive of the decoration, material and labor
- 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
- 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
- Our representative will call you a day in advance to reconfirm the program as per our discussions
- 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
- 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.
(Name of signing authority)