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Write Great Proposals to Win Business

A proposal is more than just a pitch to a client. Proposals come in all shapes and sizes. Each type—business, customized, and grant—caters to a specific business need.

Explore the different kinds of proposals, the crucial sections that need your focus, and how mastering proposal writing can be your secret weapon for success.

Bidding proposals

Bidding proposals are key to landing new projects and clients. They are your chance to show how your solutions perfectly fit a potential client’s needs while highlighting your expertise and value.

Here is how the process works:

  1. An organization announces publicly that it must hire a company or freelancer to complete a project. It posts a request for proposals (RFP), which explains the project and what the organization expects.
  2. Companies and freelancers interested in the work submit a proposal that details their expertise and what they will charge.
  3. The organization that posted the RFP reviews all the proposals and selects the company or freelancer best suited for the job.

To find bidding proposals, start by exploring online bid portals, including Alberta Purchasing Connection, the Merx Canadian Public Tenders, and CanadaBuys. Joining local chambers of commerce, like those in Calgary or Edmonton, and attending trade shows can also help you discover new opportunities.

Once you’ve found a project you think you can win, get to work on your proposal. Some things to pay attention to:

  • Read the proposal carefully—Bid proposals often have strict guidelines about format, content, and deadlines. Missing even a tiny detail could disqualify you from the competition. Take the time to thoroughly read and understand the requirements before you begin writing your proposal.
  • Personalize the proposal—Rather than just state your company’s expertise, tailor your content to address the client's specific challenges, and explain why your solution is perfect for their project. Highlight any similar projects you've successfully completed to showcase your track record.
  • Provide a clear and detailed plan—Outline in detail what you will deliver, including key milestones. Include a realistic timeline to show you can complete the project by the deadline.
  • Make your proposal visually appealing—Ensure the document is well-organized and easy to read, using headings, bullet points, and visuals. Incorporate your branding to give it a polished and professional look.
  • Double and triple-check everything—Proofread your proposal with great care before you submit it. Spelling and grammar errors can make you look unprofessional.

Customized proposals

A customized business proposal is a tailored document that offers a solution to fit a client’s specific needs on a particular project. These proposals are your chance to shine a light on your unique skills.

Unlike a bidding proposal, which is triggered by a public RFP, a customized proposal is triggered when you or a client reach out directly to each other. Freelancers like photographers, web designers, artists, and professional writers often create customized proposals after they have spoken with a client.

Sometimes, your client will send you a scope of work that details exactly what they want to see in the proposal. They may also simply ask you to send them a proposal saying how you can get a job done and what it will cost. Then, the ball is in your court:

  • Clearly outline the work—Define what your project will deliver, including details like the number of photos if you’re a photographer, or the number and complexity of website pages if you’re a web designer. Will you provide the web writing or will your client provide it? Make sure your proposal spells everything out.
  • Highlight what makes you great—Maybe it's your unique approach or the special skills your team brings. Make it crystal clear why hiring you is a good investment for your client. Back up your words with examples of how you've delivered results in the past.
  • Get specific about the client’s needs—Address the client’s challenges head-on and propose solutions that are tailor-made for them. Talk about past projects you’ve done for them. It's all about showing that you know the client and you've got their back with exactly what they need right now.
  • Introduce your team—Highlight your team’s expertise and reassure your client by defining who will be handling what. This shows you've got a solid plan and the right people for the job.
  • Sprinkle in some social proof—Share testimonials from other happy clients or stories of similar projects you've done well. It builds trust and shows you can deliver on your promises.
  • Be transparent about pricing—Break it down so they can see exactly what they're investing in and why it's worth every penny for the value they'll get in return.

Grant proposals

A grant proposal is fundamentally different from a bidding or customized proposal. A grant proposal does not respond to a customer’s defined needs. Instead, it asks an organization (the funder) to financially support your business vision or project. Many types of grants are available to Alberta businesses.

Grant proposals are competitive, but you can win them with some hard work. To write a compelling grant proposal, pay attention to some crucial details:

  • Follow the submission requirements—Similar to bid proposals, grant applications have specific format, length, and other submission guidelines. If you fail to deliver these, you could be disqualified.
  • Provide clear objectives and impact—Define the objectives of your project or business venture. Outline how you will use the grant funds to achieve measurable outcomes. Highlight the potential impact of your project on your community, industry, or target audience.
  • Focus on storytelling—Craft a compelling narrative that resonates with the grantor's mission and values. Share stories, testimonials, or case studies that illustrate the real impact of your work. Appeal to the grantor's emotions while providing factual evidence of how successful your project will be.
  • Highlight partnerships and collaborations—Mention any partnerships or collaborations that strengthen your project's credibility and potential for success. Show how your partners will help you achieve your project goals.
  • Compliance and ethical considerations—Make sure your proposal follows all legal and ethical guidelines that are important in your industry and to your funder. Talk openly about any risks or challenges.
  • Sustainability beyond the grant—Funders want to invest in projects with a long-term future. Clearly show how your business will continue to thrive and generate income once the grant funding has ended.

A well-written proposal showcases your unique value, builds trust, and positions you as an expert in your field. Once you’ve mastered the process of writing proposals, you will have a powerful tool for winning new business and propelling your self-employment journey to new heights.

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