A proposal letter is a shorter version of a comprehensive proposal that is written in letter form. According to The College of William & Mary grants office, it is usually sent to select private sponsors. It can also be regarded as a pre-proposal for government funding agencies, which often issue requests for proposal letters to gauge the interest and capabilities of contractors. The proposal letter should capture the interest of the potential client, starting with the introduction.
Instructions
1. Identify your organization. Briefly state why you would be qualified to work on the client's project. For example, if your proposal letter relates to a construction project, talk about your role as a sub-contractor in one or two recent projects. If your letter relates to a research grant, state your expertise. For example, if you are applying for a grant from a transportation agency, list your expertise in related research projects, such as bridge safety and highway safety.
2. Begin with an interesting fact or statistic. This technique is especially useful if you are applying for research funding. However, it must be relevant. For example, if your proposal letter relates to research into cell phone use, do not cite statistical data on global warming. Use credible sources for your data, such as government websites and peer-reviewed journals.
3. Start with questions that your proposal would answer. The introduction is your first and possibly best chance of convincing potential funding agencies that your research would fill a tangible need in the scientific community. If you are submitting an unsolicited proposal letter to a potential private sector client, pose questions, such as "Would you like your procurement costs to decline by 10 percent?" or "How would your company benefit from 24/7 on-demand training?" Then outline how your company can use its expertise to answer these questions.
4. Write in the first-person. For example, write "Our firm has expertise in designing web-based training programs for small and medium-sized businesses. We can help your company achieve cost-effective 24/7 on-demand training for your employees and customers."
5. Be concise. According to the Massachusetts Institute of Technology's Writing and Humanistic Studies website, a rambling discussion of remotely related material may confuse and bore your readers.
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