Proposal Cover Letter

We are familiar with the term cover letters. We usually believe that it is used while applying for a job. However, a cover letter's use is extended to further categories, than just complementing a job application. It is useful in business communication as well. In business, you send many documents, reports, quotations, proposals, etc., to your clients, business associates, department head for perusal, etc. All these people would not have the time to read the entire set of documents that you sent. This would prove to be a setback for you, your idea, or whatever you wish to communicate. Here comes in the cover letter. When you send a business proposal, it includes many sections, data, etc. Some data would be generic, while some other would be very important. Usually, the concerned person for approving the proposal would not have the time to read the entire proposal. It would thus, be read by someone else, and this person would only like to read the vital information. In such a case, sending a proposal cover letter facilitates the reader, and he/she would be able to get the right information.

What is a proposal cover letter?

The concept of a cover letter remains the same. Just like a resume cover letter, a proposal cover letter summarizes your proposal, making it look most attractive, and helps you beat the competition. The person, who invites proposals, would get it from many other interested business houses. Thus, your proposal needs to outperform the others. The cover letter that you send along with your proposal helps you in doing the same.

How does the proposal cover letter help?

The letter, as mentioned above, summarizes your proposal. It would provide a gist of the proposal, and help you convince the client that your proposal is the best. It would give the reader the most crucial information first, which would further create interest in your proposal. The initial parts of the proposal might be very boring, because it has to be written in a specific manner, but writing a cover letter is completely up to you. You can choose how and what you want to present, so that the client is convinced that your proposal is worth giving a serious thought.

How to write a proposal cover letter?

Types:

The format of this cover letter is similar to any other cover letter. However, you can present your proposal in two ways.

• Complimentary & Personal
• Formal but still Personal

In business, the words that you utter make a huge difference. Be it any industry, what and how one communicates is utmost important. The same applies to the cover letter. You can opt for one of the two types given above. Let us discuss the same.

Complimentary & Personal:

Many a times we fail to thank the people who have helped us. When you are asked to send a proposal, you might have got a chance to introduce yourself, present your organization,etc. Someone from the client's side would have explained you the requirements, helped you, etc. This is your chance to thank the person. You not only thank the person, but also succeed in making yourself look like a responsible person who appreciates and values others.

It opens up the scope of further communication, and at the same time, you speak about your proposal.

Formal but Still Personal

You might not get a chance to compliment the reader for his/her help, guidance etc. Moreover, many would prefer a formal letter. However, you can still give it a personal feel, and make the reader feel that you enjoyed interacting with him/her, and would love to work with him/her.

Sample proposal cover letter

Joe T. McCoy
Marketing Head
Zen Marketing Solutions
CA - 95815
Phone: 916-569-1680
Email Address: JoeTMcCoy@flexi.com

Date; January 24, 2012

To,
The Purchase Head
Tova C. Hogg
Terra Publishing
4460 Main Street
Seattle, WA 98133

Dear Ms. Hogg,

I would first like to thank you for the opportunity that you gave us, and must say that it was great talking to you about the same. As per your requirement, I have attached a detailed proposal in the format sent by you for the promotion of your publishing house.

After considering your product line, the market that you serve, and the challenges and competition in the market, I have penned down a proposal for your organization. The promotion plan consists of the three mediums to be used for marketing - Print, Internet Marketing, and Promotion Campaigns in schools and colleges.

The proposal gives complete details on the same, along with an estimated cost. I would be pleased to discuss this proposal with you, and put forth my point of view. You can reach me at my contact number, and we could fix an appointment.

Looking forward to have a healthy professional relationship with you.

Thank you.

Regards,
Joe T. McCoy
Marketing Head
916-569-1680
JoeTMcCoy@flexi.com

Enclosures:

• Copy of proposal

The sample proposal cover letter given above is a 'formal but personal' type of cover letter. This type of letter is preferred, and gives you a chance to thank the reader, and also maintain the formal mode of communication. Next time, when you send a proposal, accompany it with a cover letter, and make things simpler for your prospective client. Also, you can look Proposal Rejection Letter and Job Proposal Letter for sample letters.