How to Write a Proposal Email? [11 Templates]

In this article, I will discuss the art of writing proposal emails. I will provide you with the knowledge and tools you need to create compelling pitches that get results. I’ve also included 11 business proposal email examples that you can learn from and emulate. 

So, let’s get started. 

What is a business proposal email?

A business proposal email is a formal email you send to a prospective client, partner, or stakeholder to propose a business idea, partnership, service, or product. This email outlines the details of the proposed initiative, including benefits, costs, and other relevant information — and it aims to persuade the recipient to take your desired action, be it accepting a partnership, considering a service, or purchasing a product.

What are the different types of proposal emails?

Proposal emails fall into one of two categories depending on their approach: unsolicited proposals and solicited business proposal emails.

Keep in mind that both still fall under the formal business proposal umbrella. Let’s discuss each.

1. Solicited proposal emails

Solicited proposal emails are submitted in response to a specific request or invitation from the recipient. This invitation can come in various forms, typically as a formal RFP (Request for Proposal), a job posting, or a specific call for proposals. In these cases, the recipient expects to receive proposals from potential partners or vendors.

2. Unsolicited proposal emails

On the other hand, unsolicited business proposal emails are sent proactively by a business or individual without a prior request from the recipient. Think of it like a cold sales email. 

It typically comes as a cold outreach strategy or part of a sales process, where you identify a potential business opportunity and initiate contact (with potential clients or business stakeholders) to propose your ideas, services, or products in the hopes of generating interest and opening a dialogue.

In sales, it’s generally done based on the potential customer’s pain point, needs, or interests. 

11 examples and templates of business proposal emails 

Here are 12 examples and samples emails for different types of business proposal emails you may need. You can use each email sample as a template to emulate and write your own.

Sample email for a business proposal

A business proposal email helps you reach out to potential clients or partners to present a formal offer or suggestion for a business opportunity, product, or service.  

Here is a business proposal email template you can customize to write this: 

Subject line: [brief description of your proposal]Dear [recipient’s name], I trust this email finds you well. I am writing to propose an exciting business opportunity that I believe could be of significant benefit to [recipient’s company name]. [provide a concise overview of your proposal, emphasizing its uniqueness and value.] I’ve attached a detailed proposal document that outlines the scope, objectives, and expected outcomes of our potential collaboration.  I would greatly appreciate the opportunity to discuss this proposal further and explore how we can tailor it to meet your needs and objectives.   Please let me know when we can have a meeting at your earliest convenience. I am eager to answer any questions you may have and discuss how we can work together effectively. Thank you for considering this business proposal, and I look forward to the possibility of partnering with [recipient’s company name]. Best regards,  [your name]

Price proposal email sample

A price proposal email is often a solicited business proposal email that includes details about the cost and pricing structure of a product or service. It serves to provide your potential clients or partners with a clear understanding of the financial aspects of your proposal. Here is an email template for it:

Subject line: Price proposal for [product/service]Dear [recipient’s name], I hope this message finds you well. We appreciate your interest in [product/service] from [your company name]. As requested, I am pleased to provide you with a detailed breakdown of our pricing structure. [Outline the pricing details, including any discounts, payment options, or special terms.] We believe that our competitive pricing aligns perfectly with the quality and value we offer. Should you have any questions or require further clarification, please do not hesitate to reach out. We value the opportunity to serve your needs and are committed to providing the best possible pricing for your consideration. Thank you for considering [your company name] as your trusted partner. Best regards,  [your name]

Sample email for business partnership proposal

Wanna suggest a joint venture, strategic alliance, or co-branding opportunity to potential business partners or collaborators? Then a business partnership email is what you need. Here is an email sample you can emulate to write it:

Subject line: Exploring a strategic business partnershipDear [partner’s name], I hope this email finds you in good health. I am writing to explore the possibility of a strategic partnership between our organizations – [your company name] and [prospective partner’s company name]. [Explain the rationale behind the partnership proposal and the potential mutual benefits.] Attached is a preliminary proposal document that outlines the key aspects of this partnership, including objectives, roles, responsibilities, and expected outcomes. We are excited about the potential synergy between our companies and how it can drive growth and innovation. I would be honored to discuss this proposal with you further and explore the details of how we can create a mutually beneficial collaboration. Thank you for considering this opportunity, and I look forward to the possibility of working together. Warm regards,  [your name]

Sample email for proposing an investment opportunity

This type of proposal email helps you get capital or resources to fund a project, startup, or expansion from your potential investors or financial partners by reaching out to them with a business or investment opportunity they will be interested in. 

Here is a proposal email template for this: 

Subject line: Investment opportunity – [project/startup/expansion]Dear [investor’s name], I trust this email finds you well. I am writing to present an exciting investment opportunity that I believe aligns with your interests and investment goals. [Provide an overview of the investment opportunity, highlighting its potential returns and benefits.] Attached is a comprehensive investment proposal that outlines the details of this opportunity, including the business plan, financial projections, and the terms of the investment. We are confident that this venture has the potential to yield impressive results. I would welcome the opportunity to discuss this proposal in person or over a virtual meeting. Your insights and expertise would be invaluable as we move forward. Thank you for considering this investment opportunity, and I look forward to the possibility of partnering with you on this exciting journey. Best regards,  [your name]

Sample proposal email for a marketing idea

This is the email you need to suggest and explore innovative marketing solutions with your managers or team. The email should outline a creative and strategic plan to enhance your company’s marketing efforts — typically to help attract more customers or boost sales.

Here is an email sample for this:

Subject line: I’ve just come up with a marketing ideaHello [manager’s name], I’ve been giving some thought to our marketing efforts and have come up with an exciting and creative idea that I believe can significantly enhance our company’s visibility and customer engagement. [Explain the marketing idea, outlining its uniqueness and potential impact on the company’s goals.] I’ve attached a detailed proposal document that provides a comprehensive overview of this marketing strategy, including target audiences, channels, budget estimates, and expected outcomes. I’m eager to discuss this proposal further and explore how we can implement it effectively. Would it be possible to schedule a meeting at your earliest convenience to delve into the details? I’d love your feedback on this.  Thank you for considering this proposal, and I look forward to the opportunity to collaborate on this exciting project. Warm regards,  [your name]

Sample email for a research proposal

A research proposal presents a plan to conduct a research project or study. It can be useful in several instances, including when you’re looking for approval or funding for research initiatives, academic projects, or scientific investigations. So, it can serve researchers, academics, or students in their research endeavors.

Subject line: Research proposal – [title of research project]Dear [recipient’s name], I am writing to present a research proposal for [briefly describe the research project or study]. [Outline the objectives, methodology, significance, and expected outcomes of the research project.] I’ve attached a document that provides in-depth details about the project, including the research plan, budget requirements, and timelines.  I would greatly appreciate the opportunity to discuss this proposal with you further and address any questions or suggestions you may have. Thank you for considering this research proposal, and I look forward to the possibility of conducting this study with your support. Best regards,  [your name]

Sample email for a project proposal

A project proposal email is handy when an organization or individual wants to pitch a project idea for approval or funding. Here is an example of it: 

Subject line: What about [title of project]?Dear [recipient’s name], I trust this email finds you well. I am excited to present a project idea that I believe aligns with our organization’s goals and objectives. [Provide an overview of the project, its purpose, and how it aligns with the organization’s mission.] I am eager to discuss this proposal with you and explore how this project can contribute to our organization’s success. I am open to scheduling a meeting at your earliest convenience to further discuss this opportunity. Thank you for considering this project proposal, and I look forward to the possibility of working on this initiative. Warm regards,  [your name]

Sample email for a job proposal 

If you’re looking for job opportunities, you can use a job proposal email to present a proposal to a potential employer. In the email, you can outline how your skills and expertise can fulfill a specific role or contribute to a company’s success. Here is an example for this: 

Subject line: Job proposal – [position title]Dear [hiring manager’s name], I am writing to express interest in the [position title] role at [company name] and to propose how my skills and expertise can add significant value to your team and organization. [Highlight your qualifications, relevant experience, and how you can contribute to the company’s goals.] I have attached a resume outlining my qualifications, key achievements, and a customized plan for how I intend to excel in this role. I would greatly appreciate the chance to further discuss this proposal in an interview. Please let me know if we can schedule a meeting to explore this opportunity in more detail. Thank you for considering my job proposal, and I look forward to the possibility of joining the [company name] team. Best regards,  [your name]

Sample email for a sponsorship proposal

Sponsorship proposal emails are a great way to get financial or resource support for various activities, such as events, sports, or charitable endeavors. 

The email helps you reach out to potential sponsors or partners, presenting an opportunity for them to support an event, project, or initiative in exchange for exposure or benefits. 

Here is an email template you can emulate to write this: 

Subject line: Sponsorship opportunity for [event/project name]Hello [prospective sponsor’s name], I trust this email finds you well. I am writing to introduce an exciting sponsorship opportunity that could be mutually beneficial for both your organization and our upcoming [event/project name]. [provide an overview of the event or project, its goals, and how sponsorship can contribute to its success. Also, talk about the available sponsorship tiers, benefits, and exposure opportunities for their organization.] I would be honored to schedule a meeting to discuss this proposal further and answer any questions you may have. Thank you for considering this sponsorship proposal, and I look forward to the possibility of partnering with your organization on this endeavor. Warm regards,  [your name]

Sample email for an unsolicited product or service proposal

Here, you proactively reach out to present a product or service to a potential client or customer without a prior request. You won’t be wrong if you call this proposal email a cold email. Here is a proposal email template you can send your prospective clients for this: 

Subject line: Introducing [product/service]Dear [recipient’s name], I hope this message finds you well. I wanted to introduce you to [product/service], a solution that I believe can significantly benefit [recipient’s company name]. [Provide a brief description of the product or service, highlighting its unique features and benefits.] I would be delighted to schedule a brief call or meeting at your convenience to explore this proposal further and answer any questions you may have. Thank you for considering this proposal, and I look forward to the possibility of working together. Best regards,  [your name]

How to write a business proposal email: What to include in the email and how to write it? 

When it comes to writing effective business proposals, there are two main things that matter. What you say, and how you say it. 

Your proposal email’s main purpose is to persuade your recipient to take action. This action can be anything from approving a project, making a purchase, or forging a business partnership. 

Because of this, your email needs to be both compelling and persuasive — and this wholeheartedly hinges on what you say in the email. 

Also, you want to make sure that the proposal email is well-written and well-structured so that it gets the attention it deserves — and that’s where the formatting comes into play. 

We’ll start by discussing the elements of successful business proposals and how to incorporate them into your email and get results. 

Key elements of successful business proposals 

Here is our unique framework for what to say in a business proposal email. 

1. Background or problem statement and its impact (context for the proposal)

The first thing is the context. Clearly define the problem or challenge that your proposal seeks to address. You have to articulate its significance and also highlight the impact it has on your recipient’s business or objectives. This way, you can engage your reader’s attention and set them up for your solution (or offer).

2. The solution, the opportunity, the offer, or the idea

Once you’ve established the problem, transition to presenting your solution, opportunity, offer, or idea. This is where you demonstrate how your proposal can address the challenges outlined in the problem statement. Be concise and specific about what you’re bringing to the table.

3. Potential or desired outcome

This helps your recipient visualize the positive impact of accepting your proposal. So, after presenting your solution, clarify the expected outcomes or benefits. Describe the advantages, both short-term and long-term, that they can anticipate if they choose to move forward with your proposal.

4. Clear timeline or schedule for implementation (if applicable)

If your proposal involves a project or service within a specific timeframe, provide a clear timeline or schedule. Make sure your proposed timeline aligns with your recipient’s expectations and requirements.

5. Pricing details, payment terms, and any terms and conditions

Clearly outline the cost of your proposal, including any optional add-ons or services. Specify payment terms and conditions, such as payment methods, installment options, or any discounts available. Ensure there are no hidden fees or surprises.

6. Social proof (if applicable)

Have other people or businesses found success from your proposal? Good! Highlight past successes, case studies, or testimonials from satisfied clients.

This reassures your recipient that you have the expertise to deliver on your proposal’s promises. Build credibility by showcasing your credentials and relevant experience. 

7. Handling objections

Anticipate and address potential objections or concerns the recipient might have. Offer solutions or explanations to mitigate these concerns. 

8. Clear call to action (next steps)

Finally, conclude your proposal email with a clear and compelling call to action (CTA). Guide your recipient on the next steps they should take to move forward with your proposal. Make it easy for them to respond and engage with your offer.

Business proposal email format

In this section, we’ll explore the essential components of a business proposal email, including the subject line, email body, and closing. 

Crafting these elements effectively is crucial for grabbing your recipient’s attention, conveying your message, and encouraging them to take action. Here is how to write each component. 

Subject line: How to write the best business proposal email subject lines

The subject line is your first opportunity to capture your recipient’s attention. It serves as the gateway to your proposal email. A well-crafted subject line should pique curiosity and encourage the recipient to open the email.

Here are some proposal email subject line examples:

• Your solution to [specific problem]
• Introducing [product name] for [specific use]
• Ready to kickstart [project name]? Let’s discuss!
• Guidance for [specific challenge]
• Financial strategy proposal
• Market domination plan: Proposal for discussion

Email body: How to write a proposal email body

The email body is where you deliver the core of your proposal. It should be well-structured, concise, and engaging. Use the elements we discussed earlier (problem statement, solution, potential outcome, timeline, pricing, social proof, and CTA) to structure the content effectively.

Here is how to write and format it:

Greeting: Start with a professional and personalized greeting. Use the recipient’s name whenever possible. For instance:

• “Dear [recipient’s name],”
• “Hello [recipient’s name],”

Introduction (if applicable): Begin by introducing yourself and your company. State the purpose of the email and briefly mention why you’re reaching out. 

Body: This is the core of your business proposal email. In this section:

1. State the problem or opportunity: Clearly define the issue or opportunity you’re addressing. Make sure the recipient understands the context.
2. Present your solution: Describe your proposed solution or offer in detail. Explain how it addresses the problem or capitalizes on the opportunity.
3. Highlight benefits: Emphasize the benefits the recipient will gain from your proposal. Explain how it will add value to their business or situation.
4. Support with evidence: Provide data, case studies, testimonials, or any relevant evidence that supports your proposal’s effectiveness.
5. Address concerns: If you anticipate any objections or concerns, address them proactively. This shows that you’ve thought through the proposal thoroughly.
6. Call to action: Clearly state what you want the recipient to do next. It could be setting up a meeting, requesting more information, or agreeing to your proposal.

Email closing: How to end a business proposal email

The email closing is your opportunity to leave a positive impression and encourage further communication. It should be courteous, professional, and prompt action.

Here is how to write it:

• Closing line: Write a closing statement where you thank them for considering your proposal and let them know that you’re looking forward to hearing back from them. 
• Sign-off: Write a professional email sign-off. Anything like “Best regards, Cheers, Thank you, Warmly, etc.” will do just fine. 
• Contact information/Signature: Leave your contact information or embed your professional email signature into the email. 

Key takeaways

•  For both solicited and unsolicited business proposals, the body of your email should contain a detailed explanation of your proposal. Clearly articulate the unique value, benefits, and potential outcomes of your proposal. Be specific and use persuasive language to make your case.
• A winning business proposal always ends with a clear and compelling call to action. Guide the recipient on the next steps they should take, whether it’s scheduling a call, requesting more information, or signing an agreement. Make it easy for them to respond.
• As a rule, focus on the benefits your proposal offers rather than just listing features. Explain how your proposal can solve problems, create opportunities, or improve the recipient’s situation.
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