cover letter for job proposal

How to Write a Winning Proposal Cover Letter (Plus 5 Real Examples)

First impressions are important—especially in the world of proposals.

That’s why writing a good cover letter is an essential step towards winning a bid. In the request for proposal (RFP) process, this single-page letter marks your first opportunity to grab a prospect’s attention and make it clear that your company is uniquely positioned to solve their problem. So if you’re currently using boilerplate copy… Stop. Immediately .

In this blog, you’ll learn how to write custom proposal cover letters that grab a prospect’s attention and increase your chances of winning RFP responses . Plus, five examples of real proposal cover letters from industry pros.

In this article, you’ll learn: 

What is a Proposal Cover Letter?

• What to Include in a Proposal Cover Letter
• How to Write a Proposal Cover Letter
• 5 Real Proposal Cover Letter Examples ⭐

Next Steps: Build Quality Proposals Faster

A proposal cover letter is a single-page document used to pitch your business offerings to a potential client. In it, the customer can tell whether you’re genuinely engaged and have done your research—or if you’ve simply copy and pasted generic language from past business proposals.

It’s also your first opportunity to convince a client to why they should continue reading your proposal. Considering the average team spends 32 hours writing a single RFP response , it’s critical that your proposal cover letter makes a good impression.

“This is the most important five paragraphs one can write as it’s the only part everyone will read. You must knock it out of the park or you’ll lose.”

What Should You Include in a Proposal Cover Letter?

Like any good cover letter, your proposal should open with a unique offer or positioning. It’s important to establish early on why your team is best suited to solve a client’s problem.

A strong proposal cover letter includes:

• A greeting : Introduce your company and what you do.
• Clear summary: Describe your value propositions at a high-level. Be sure to connect these points to your client’s needs. ( Also known as an executive summary. )
• Personalized offer: Explain to the client what you can uniquely provide to solve their problem.
• Relevant references: Help the prospect understand why they should choose you over competitors.
• Visuals: If you have a designer on your team, include visuals that help emphasize the most important content on this page. For example, use callout boxes to make value propositions stand out for busy procurement teams who are skimming the page.

From the offer you present, to the visuals you include, the details in your proposal cover letter should be all about the client. The goal is to show how your company shines before they even get into the details of your proposal. Demonstrate the qualities that you bring to this potential customer by starting out your relationship on the right foot.

Jon Williams, Managing Director of Strategic Proposals , shares the key points you should concisely hit to be successful.

“Thank the customer, show enthusiasm, demonstrate senior sponsorship, briefly introduce win themes–and then shut up and leave the rest to a brilliant exec summary!”

How to Write a Winning Proposal Cover Letter

From reading the RFP thoroughly, to outlining a clear offer, there are six critical steps that seasoned proposal professionals recommend you take to craft a quality cover letter. ( Psst…you can fast-track these steps by using AI for proposal writing . )

Step 1: Read the RFP Cover to Cover

This step seems obvious, but it’s surprising how many teams skip it. You must read the RFP thoroughly, from cover to cover, before beginning your letter.

While reading, take note of any recurring themes from your prospect. Perhaps they focus on quality of design and ease of use. Or maybe they emphasize needing certain functionalities or features—whatever the case, Kori Warriner of KCI Technologies recommends you consider the following questions as you read through the request for proposal:

Questions to consider:

• What is the client’s reason behind the project? (revitalization, aging infrastructure, etc.)
• ​​Where is the funding for the project coming from?
• Does the client have any hot-button issues regarding the project?
• What is the desired end-result?
• What would speak to the client? (retirement-friendly, aesthetics, budget, etc.)

“You need to make the client feel as though you are speaking directly to them.”

While questions may differ by industry, the idea remains the same. Reading the RFP thoroughly helps you better understand the problems your prospect is facing. Which in turn help you paint a clearer picture of how your company can support them.

(It can also help spark ideas for win themes, or specific language, that truly resonates with the prospect—more on that later.)

“Instead of saying ‘we are pleased’ or other overused statements such as that, I introduce my company, and then switch back to talking about what we can do to help the client reach their goals,” Kori explains.

Step 2: Capture Your Prospect’s Attention Early

Chances are, your prospect is extremely busy. They’re likely to skim your proposal cover letter—which is why you should focus on making it memorable. Use it to create a connection to your prospect and capture their attention early in the proposal.

In the structure of a proposal , the first paragraph is the best place to earn your reader’s attention, shares Senior Proposal Consultant Kelly Allen.

“Try to capture the reader in the first paragraph by relating to them in some way. If they are a current client, leverage your relationship. If not, demonstrate a clear understanding of what they need.” Kelly Allen, Senior Proposal Consultant, UKG (Ultimate Kronos Group)

Step 3: Use Clear, Competitive Win Themes

Once you identify their distinct needs, you can formulate which key themes need to be identified in your cover letter. Then, narrow it down to the most persuasive reasons that your prospect should choose your proposal over a competitor. Eileen Kent, President of Custom Keynotes, explains that these are also known as “ win themes ”.

Win themes should be based on what the customer told you they wanted. Position yourself as the one company that can deliver exactly what your prospect is looking for. To do this well, it’s essential that you also understand what your competition is doing.

Here’s how to brush up on what your competitors are offering:

• Review competitors’ websites
• Read competitors’ financial statements
• Look at review websites like G2 or Forrester reports including your competition
• Ask if clients are willing to share competitors’ past RFPs (You never know, unless you ask)

At this stage, you’ll want to focus on how you can stand out from the competition. Eileen also recommends acknowledging any elephants in the room. By that, she means anything that the client may consider your team’s weakness.

She recommends addressing weak points head on to leave a good impression, “The elephant in the room could be your business size. Address it by talking about how you formed a tight team who have exceeded performance expectations, and worked together for years, so they see that as a strength instead,” she explains.

Step 4: Provide a Personalized Offer

Now that you’ve grabbed your prospect’s attention, you need to maintain it. Do this by outlining clear benefits, which speak directly to their pain points in an enticing and clear way.

You should outline how your product will positively impact the buyer and identify what they will get out of your partnership.

“Choose the top 3-5 features of your solution and describe how they will benefit your customer in a single line. Be direct: Here’s what we offer. Here’s how it will solve your problem.”

Step 5: Use a Strong Closing Statement

Your closing statement should be concise, reiterate your capabilities, and highlight the value you deliver. But don’t forget that it’s also an opportunity to connect with your prospect through the proposal process.

“To build a connection, you have to ignore outdated writing advice and not be afraid to use real language” says Rebecca Baumgartner, Sr. Manager, Proposals, PFS .

“Whoever is reading your cover letter can immediately tell if you’re hiding behind jargon or parroting the language of the RFP because you don’t understand what they need,” she explains.

“But when you write authentically, you have the opportunity to show the client you’ve been listening.”

“A great cover letter isn’t stuffy or formal–it’s a conversation between real people, a chance to put aside the technical language of procurement and connect with the human being on the other side.”

Step 6: Add the Finishing Touches

When crafting your proposal cover letter, there are a few final checkpoints to leave your prospect with a good impression.

Graphics aren’t necessary for a proposal cover letter, but they can be helpful. For example: highlighting a quote from a customer in a different font, or using callout boxes to emphasize your key value propositions. Use visuals that help to emphasize your main points, not distract from them.

Here’s what Izane Cloete-Hamilton, CPP APMP, of nFold recommends.

• Use a company letterhead
• Address the letter to the individual specified in the RFP
• Sign the cover letter from a senior person at your company
• If the response is from a strategic partnership between two companies, use dual signatures
• Ensure your letter is no longer than one page

“Sign the proposal cover letter from the highest-level person with signature authority, preferably someone that the customer knows personally.”

Proposal Cover Letters (5 Real Templates)

Now that you know what steps to follow, it’s time to look at some real examples of business proposal cover letters. While you don’t want to copy a boilerplate letter, these templates may provide helpful guidance for your next proposal.

Here are the types of proposal cover letter examples you’ll see above:

• Real proposal cover letter example from a security company
• Example proposal cover letter for an amusement park
• Real proposal letter & executive summary from an enterprise design consultancy
• Winning cover letter example from KCI technologies
• Another proposal cover letter example from a security company

Looking for a sample grant proposal cover letter? Check out this article .

“Remember, your cover letter isn’t about you, it’s about your client. Let them know that you understand them. Then you can talk about how your company can solve their potential challenge.”

To make more time for writing winning proposal cover letters, you’ll need to make some efficiency gains in your overall RFP process. Start by setting your team up with a proposal software that can improve speed and collaboration amongst your team.

Take Aspen Medical for example. Their business development team started using Loopio’s proposal platform in October of 2019. Within a few short months, they were putting together proactive proposals in just 15-30 minutes and seeing a big return on investment (ROI).

In fact, a survey of 165 companies RFP ROI found that those who consistently use proposal software have achieved results of:

• 51% more RFP responses
• 42% less time spent answering proposal questions
• 85% of companies win more business

If you’re looking to improve the pace of your next proposal, try Loopio’s software.

Improve Your Proposal Writing 📝

Want to learn how to master your craft? Read more about proposal writing skills or how to craft a repeatable RFP response template .

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How to Write a Proposal Cover Letter: Examples + Free Template

Posted by: Cinthya Soto

Proposal cover letters are brief overviews that introduce the more in-depth content of a proposal. Cover letters are normally the first page of a proposal, making them the first impression you will give and your first opportunity to convince the reader to work with you. These letters directly communicate with the client and set the stage for the following proposal details.

If your proposal cover letter is not convincing enough, the reader might not read your entire proposal and choose a competitor. That’s why understanding the do’s and don’ts of proposal cover letter writing is crucial. 

In this blog, we’ll teach you how to structure and write a proposal cover letter, what makes a good and a bad proposal, and we even provide a free downloadable template for your firm to use. 

What Is a Proposal Cover Letter? 

A proposal cover letter is a letter that accompanies an RFP response or bid submission. Its primary purpose is to introduce the proposal, explain its relevance to the recipient, and persuade the reader of the value and credibility of what’s being offered. It sets the tone for the entire proposal, so make sure it’s well-crafted. 

The cover letter needs to be persuasive and blow your prospect away because it provides a first impression. Since it’s often the first thing the recipient will see, it plays a key role in the recipient’s decision to even consider reading the full proposal. 

The cover letter is frequently the initial opportunity for your proposal to align with the reader’s objectives. While it goes on top of the proposal, it shouldn’t be confused with an executive summary that outlines the main highlights of your proposal. 

Why Your Proposal Cover Letter Matters 

Your proposal cover letter is made up of the most important paragraphs you’ll ever write because it’s the section everyone will read. That’s why it’s essential to nail it, or you stand the chance of losing the project. A cover letter helps busy clients decide if they’re interested in reading the complete proposal. Therefore, having a winning proposal cover letter is equally important as the actual proposal. 

The proposal cover letter gives you a chance to leave clients with a memorable first impression. While proposals lean towards factual information, cover letters offer a more personal touch. Establishing an emotional connection from the beginning significantly increases the likelihood of the reader engaging with your entire proposal. 

What Should Be on a Proposal Cover Letter? 

Though the specifics of your proposal may vary based on the nature of your offer and your sector, the proposal cover letter should consistently stick to the following structure: 

Contact Information 

It’s essential to include your contact details, including your name, email, and phone number, as well as your organization’s information such as its name, email, phone number, website, and even its social media handles. For bonus points, include the link to your LinkedIn profile in the heading too so the reader can get a deeper understanding of who you are. 

Make these details easy to find by placing them at the top or bottom of the cover letter, ensuring they’re in a bold and easy-to-read font so potential clients have no problem finding them. Using the company’s letterhead for the letter not only ensures the inclusion of this information but also gives a professional touch. 

Greeting 

This is your chance to introduce your company and what you do. It’s your first opportunity to make a positive impression and establish a connection with the reader. 

Begin with a concise statement about your company. This could be your mission statement, a brief history, or an overview of what makes your organization unique. This is your chance to highlight areas where your company excels, which helps you establish credibility. 

Additionally, highlight your primary areas of specialization or the main services/products you offer. This will give the reader a clear understanding of your role and what you do. 

Summary  

Often, decision-makers are drowned in proposals, and they might not have the time or patience to go through every detail initially. A concise summary ensures that they can quickly understand your proposal’s primary objectives and value.

You should provide details about your value propositions at a high level and connect how they meet your client’s requirements. By summarizing how your proposal addresses the client’s specific challenges or needs, you can instantly resonate with them, emphasizing that your solution is tailored to their situation.

Offer 

Continuing to the offer, this is where you should further explain how you can provide a personalized solution. Clarify to the client the unique value your solution brings to solve their problem. 

Having captured your potential client’s interest, you now have to focus on keeping it. Achieve this by highlighting the clear benefits that directly compellingly address their challenges, making it easy to understand. 

While you’ll be mentioning how your work will benefit the prospect, you should also explain what they will win from choosing to work with you. 

Here are some tips on how you can accomplish this: 

• Select the three to five primary attributes of your solution 
• Explain their advantages for your client in a concise statement 
• Be straightforward– This is what we provide. This is how it solves your issue 

References 

In situations where multiple firms submit proposals, having strong and relevant references can set you apart from competitors. It offers an added layer of reassurance to prospective clients about your experience and competence. Essentially, relevant references help the client understand why they should choose you over others. 

References also show the prospective client or partner that others have trusted you and that you’ve delivered results. By showcasing references from satisfied clients or partners, you demonstrate that you have been trusted in the past, which can solve any insecurity or concerns the potential client might have. 

Visuals 

Visuals aren’t a must for proposal cover letters. However, they can enhance its impact by emphasizing crucial information. If you have a designer on your team, you can incorporate graphics that highlight the key points of the letter. 

Some examples of what this might look like: 

• Highlighting a customer satisfaction quote in a different font to make it stand out 
• Using callout boxes to draw attention to your key value propositions (especially helpful for busy teams skimming the page) 
• Using the company letterhead
• Including the signature from a senior person at your company 

Conclusion 

Similar to introductions, many cover letters tend to focus more on the body content than the concluding paragraph. However, ending on a powerful note is as crucial as creating a compelling start. It’s recommended to conclude your cover letter by highlighting a significant benefit and the value your project will offer to the company. 

Additionally, when wrapping up your proposal cover letter, always encourage them to continue by reading the complete proposal.

How to Write a Proposal Cover Letter 

Now that you know the structure to follow on the proposal cover letter, it’s time to go into the details of how to write a proposal letter. 

Powerful First Sentence 

Starting with a powerful opening sentence can grab the reader’s attention immediately, encourage them to continue reading, and make your proposal stand out among the endless others they may have received. It’s beneficial to use impactful verbs and straightforward wording to ensure your initial sentence remains engaging and brief.  

Demonstrate You Understand the Problem 

In any proposal, it’s essential to demonstrate to your client that you understand the problem they’re facing. Highlight their goals and the reasons behind your collaboration. Present the company’s challenges in an easily comprehensible manner. Dedicate a section to focus on the company’s concerns, and later in the cover letter, you can introduce the proposed solutions. 

Offer to Discuss the Proposal Further 

Before ending your cover letter, you should stress your readiness to dive deeper into the proposal and address any questions or concerns the reader might have. Additionally, this serves as a chance for you to propose a face-to-face meeting with the potential client to further increase your chances of landing the project. 

Thank the Issuer for the Opportunity 

In the cover letter, you have the opportunity to express gratitude to the proposal’s recipients. Recognizing their participation in the process and expressing appreciation for the opportunity not only demonstrates courtesy but also signals to all reviewers that you’ve closely read the RFP guidelines. 

Persuasive Closing

After completing the structure and details of your proposal cover letter, end with a persuasive closing demonstrating your understanding of the next steps. Clients want to understand how you’ll assist them in achieving their objectives and the next steps for moving forward. This demonstrates to them that you can simplify the process by detailing the necessary steps to advance. 

As mentioned earlier, you’ll want to encourage the reader to read the entire proposal. However, you should also mention the opportunity to discuss the proposal further. Some examples of what this might look like include: 

• “We look forward to the opportunity to discuss our proposal further.” 
• “Once you’ve had an opportunity to review our proposal, please don’t hesitate to reach out and follow up with any questions.” 
• “Our team will be following up in a week for an update and see if there are any additional ways we can support your team. “

Signature 

Don’t forget to include a signature! But who signs it? Who signs the proposal cover letter varies based on different factors. The person who has the relationship with the client is in charge of the strategy, and probably carried out the research leading to the proposal is typically the one that should sign the proposal cover letter. 

However, it’s recommended that you have the proposal cover letter signed by the individual with the highest authorization level, ideally someone the client knows. 

Otherwise, you should consider having the executive director of your organization sign the cover letter and include their contact details for professionalism. People to consider for signing the proposal cover letter include: 

• Executive director 
• Account manager  
• Executive of executives 
• CEO (a strategy used by small firms or when the RFP represents a large portion of a responder’s annual revenue) 
• Someone with a senior title 

What Makes a Good Proposal Cover Letter?

So, now we know how to structure a proposal cover letter and how to write one, but how can we make it stand out? Here are some tips you should follow to craft a good proposal cover letter. 

Capture Reader’s Attention Early 

Within the framework of a proposal, the first paragraph is the best chance you have to catch your reader’s interest. This means the introduction is one of the most essential parts of your proposal cover letter. It’s crucial to catch the reader’s attention immediately, so think of an engaging way to introduce yourself and your company. You can do this by finding a way to relate to them or showing that you understand their needs. 

Mirror Clients’ Words and Phrases 

When writing a proposal cover letter, it’s essential to align your language with the client’s terminology to show that you understand their needs. Failing to do so might not only display a lack of alignment and agreement. 

Prioritize the Prospect 

A common mistake is making a proposal letter about yourself. Clients aren’t focused on your achievements or your professional journey. They want to understand how you’ll assist them in reaching their objectives. Therefore, the cover letter should focus on how you plan to help the client in reaching their objectives.

If you do want to mention special company achievements, make sure they are relevant to your client’s objectives and provide value. 

Get Straight to the Point

Keep it simple. Be clear and avoid any uncertainty. Being unclear can break trust quickly. So, gather all your information before writing, so you don’t sound unsure. Make sure what you write is accurate. You’re the expert. Write confidently and avoid wasting your client’s (or your) time by putting unnecessary information in your proposal cover letter. The goal is to have clients read to the conclusion and sign. 

Stand Out From the Competition

The proposal cover letter shows that you understand the client’s worries. It helps you be different from others and encourages clients to read your entire proposal. After reading the cover letter, they can then look at the more detailed parts.

Moreover, the proposal cover letter is your first chance to highlight your value proposition and what makes your offer unique compared to others. For the cover letter, you should focus on how you can distinguish yourself from competitors.  You don’t want to “sound” the same as the competition. 

RFP Cover Letter Mistakes to Avoid 

Now that we’ve seen what makes a cover letter good, let’s take a look at what makes a cover letter bad. Here are the proposal cover letter mistakes to avoid. 

Repeating the Executive Summary 

Avoid repeating content from the executive summary within your proposal cover letter. Each document — the executive summary, proposal, and cover letter — should be separate. Repetitive information can damage the impact of your message and possibly bore or discourage the reader. 

Not Utilizing the Right Software 

When creating RFP responses, you need to manage digital assets while keeping everything accurate and up to date. With the right software, like a DAM system , you can store and manage all your project images, videos, and other media in one place. This makes it easy to find and incorporate the most relevant and impressive visuals into your RFP to make it more compelling.

With a DAM, you can quickly search, access, and integrate assets from the software directly into your RFP documents. This means that with the right DAM integrations for your industry, you can create documents in seconds with pre-designed templates. 

Additionally, a DAM helps ensure that all images and media used are in line with your brand guidelines and accessed by the right people. 

TIP: Want to know more ways a digital asset management (DAM) system can help you create RFP responses and win more clients? Read our Ultimate DAM Guide now. 

Not Reading the RFP Multiple Times

Overlooking details is the first challenge in the RFP response process. The data presented by the client within the RFP serves to guide and inform your proposal. Hence, it’s crucial to carefully review the RFP multiple times to ensure all essential elements are seen and there is no critical information missing. 

Moreover, if you don’t follow the client’s RFP guidelines, they’ll most likely ignore your response, and all your effort will be lost to those who did thoroughly read the RFP.

Not Understanding the Client’s Needs 

This might seem like a general mistake, but it’s a big one. If you don’t understand what the client wants, your whole response won’t matter. For this reason, you need to read the RFP carefully to know what the client looking for. Don’t send a proposal that’s missing details or doesn’t match what they need. 

Making the Length Too Long 

Your cover letter should always be one page unless you’re dealing with a long proposal of 100+ pages. If you do end up with a longer cover letter, it might be because you are including too much detail. Instead of describing every detail of your proposal (save that for the executive summary), focus on the top three aspects that will catch the reader’s attention. This will leave the reader wanting to know more, encouraging them to read the entire proposal.  

Proposal Cover Letter Examples 

It’s time to take a look at good proposal cover letter examples to help you further understand what is expected. 

Construction Proposal Letter Example 

Here is a construction RFP response cover letter example that works: 

Source: Examples   

Architecture RFP Cover Page Example

Here is an architecture RFP cover page example that works: 

Source: Utley Strategies 

Engineering Cover Letter for a Proposal 

Here is an engineering cover letter example that works: 

Free Cover Letter for Proposal Template 

Below, you can download a FREE proposal cover letter template made for the AEC industry from OpenAsset partner and proposal writing guru, Rachelle Ray. Just enter your name and email for immediate access.

AEC Cover Letter Template

Responding to an RFP? The downloadable RFP cover letter sample has the structure you need for a proposal cover letter that wins more clients. 

How to Create Quality Proposal Cover Letters Every Time 

Creating quality proposal cover letters every time isn’t an easy task. However, as the #1 DAM for AEC and Real Estate, OpenAsset can help you find, share, and use the digital assets you need to create high-quality AEC proposals quickly and easily. 

With dozens of integrations and useful features, OpenAsset makes it easy to share and manage the heavy amounts of digital assets needed to create winning proposals . 

Get your free downloadable proposal cover letter template today. And if you’d like to learn more about our DAM technology, you can reach out to one of our digital asset experts today to schedule a demo . 

Get OpenAsset DAM Insights

How to Create Winning Proposals

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How to Write a Job Proposal (and Land the Role You Want)

Use this strategy to pitch yourself to employers

A job proposal is a detailed document, typically three to six pages, that outlines why you’re a good fit for a role. It’s different than a cover letter in that it’s typically not a part of a formal application process.

• A job proposal is something you write and share with the hiring manager, or another contact you’ve made at the organization, either to get your foot in the door or to secure a job after a round of interviews.
• You can also use this technique if you already work at a company and want to transition laterally, be promoted, or propose an entirely new role.
• Your proposal should include: Why you want the role and why you have the skills and experience to add value. It should also signal how deeply you have thought about the organization, its needs, and how to address them.
• It’s typically best to send it to a direct contact at the organization, either along with your thank-you notes after an interview, or to a recruiter or employee you’ve connected with via LinkedIn.

Years ago, when I was trying to transition from a job as managing editor at my family’s newspaper into the corporate world, I was doing a lot of informational interviews. One executive said to me, “You’re really smart, but there are a lot of smart people out there. How are you, specifically, going to add value to my company?” It was a turning point for me. I realized that employers needed more than a strong resume to hire me. They needed me to show them how I’d add value to their organization and why, together, we would make a good team.

• JP Julie Pham , PhD is the founder and CEO of CuriosityBased , an organizational development firm, and the author of the best-seller, 7 Forms of Respect: A Guide to Transforming Your Communication and Relationships at Work . She is a sought-after speaker, an award-winning community leader, and was a Gates Cambridge Scholar at Cambridge University and a Haas Scholar at the University of California, Berkeley.

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5 Simple Steps to Writing a Better Proposal Cover Letter

From getting the prospect’s attention to showing you have the right solution, your proposal’s cover letter has a big job to do. I’m breaking down 15 examples to show you how to create your most persuasive cover letter ever, one that makes prospects excited to read on and sign on the dotted line.

11 min. read

Proposal cover letters.

Does that phrase strike fear in your heart? Or at least give you some anxiety?

From job applications to business proposals, writing a good cover letter, executive summary, or some other introduction isn’t easy.

So, this post will give you an easy-to-follow five-step process to create a killer CUSTOMIZED cover letter for every proposal you send out.

A proposal cover letter is important. It’s your proposal’s first impression with your prospect. It sets the tone, for better or for worse. And writing it can sometimes provide clarity on what should or shouldn’t be included in your proposal.

It shouldn’t be something you slap together before moving on to the ‘meat’ of the proposal or a dull fill-in-the-blank exercise that ends up sounding more canned than Campbell’s.

No more chunky and clunky cover letters.

But, at the same time, you can’t spend hours upon hours crafting a bespoke one. You have a deal waiting on that proposal to get done.

So, what you need is a good writing formula.

I’m borrowing from the outline that my colleague Jennifer set out in her proposal executive summary post . She knows what’s up, having written dozens of cover letters/executive summaries during her time in the digital agency world.

If you’re looking for the why and when, plus some dos and don’ts, of writing one of these bad boys, be sure to check out her post.

Now, let’s dive into the who, what, where, and how here, including some examples.

Executive summary vs. cover letter

What do these phrases actually mean?

It’s tricky because the terms ‘executive summary’ and ‘cover letter’ are sometimes used interchangeably in the world of proposals.

I mean, I just used both in the intro to this very post.

Me taking a photo of the culprit.

You might also hear other terms, like overview or introduction, being tossed around for this piece of proposal writing. But rest assured we’re all talking about the same thing.

Technically, there is some nuance to how each of these sections function in a B2B proposal.

First, a proposal cover letter and an executive summary have some things in common:

• They should appear at the beginning of your proposal.
• They should be one page long, maximum.
• They should be prospect-focused.
• They should NOT be overly sales-y or pitchy.
• They should NOT be a detailed rehash of the entire proposal.
• They should get the recipient excited to read on.

Now, here’s where they differ.

What is a proposal cover letter?

A proposal cover letter:

• Is more conversational.
• Is formatted as a letter with salutation and sign-off.
• Doesn’t contain strategy or execution.
• Can be more persuasive (like how a cover letter for a job mentions why you’re the best person for it).

What is a proposal executive summary?

A proposal executive summary:

• May be formatted as a statement.
• Tells the story of how you provide solutions for your clients and the impact (evidence) of your solutions.
• Stays quite high-level.

Sometimes a prospect will specify that your proposal should include one or the other or both, like when you’re responding to an RFP . However, if there are no client specifications it’s up to you which one you include, how you write and structure it, and what you want to label that section in your proposal document.

Okay, now let’s get writing—with some examples to help you visualize the steps and tips.

How to write a cover letter for your proposal in 5 simple steps

One of the hardest aspects of writing a cover letter is including all the information you want to convey while keeping it as brief as possible and being compelling or even entertaining at the same time.

It’s okay. Here’s how to achieve all that in just five steps.

Step 1: Get their attention Step 2: Show you understand the challenge Step 3: Show you have the right solution Step 4: Show your work Step 5: Tell them what’s next

Step 1: Get their attention

“Snoozefest Co. is excited to submit this proposal to you.”

Are they though?

It reads more like this to a prospective client: “Snoozefest Co. is going through the motions in this proposal intro so we can cash your cheque.”

This is the very first thing the prospect will read in your business proposal! It needs to grab some attention.

Here are some examples of more impactful ways to open your cover letter.

Cover Letter Example 1 - Business consulting

Cover Letter Example 2 - Electrical

Cover Letter Example 3 - Public relations

Why these examples work

They put the focus on the client.

Congratulate them on a recent (relevant) company achievement. Show that you get what it’s like to be in their shoes . Offer up a fun fact or industry statistic that signals you’re already thinking about their market niche.

They build curiosity.

Segue your way to success. Each of these first paragraph examples creates build-up, curiosity, and excitement for what the prospect will read next and throughout the rest of the proposal. Ask a question. Don’t give away all the answers just yet. (what is the “light at the end of the tunnel”?)

They start to allude to the pain point.

You’ll go more in-depth into the challenges you’re solving in the next few paragraphs but it’s good to get it out there up top. It could be more explicit, like in example 1 (how to go from good to great when you’re already at capacity), or it could be more subtle, like how the specific mention of “heritage home” starts to set up the challenge in example 2.

Step 2: Show you understand the challenge

Sometimes when we write, we gloss over the pain point. It can be awkward to write about the challenges someone is facing in their professional life; you don’t want to suggest they don’t know what they’re doing or they’re not good at their job.

In a cover letter, though, it’s essential to dig into the ‘pain point’ they’re feeling in order to close the deal. Showing you understand the obstacles they’re facing is the best way to position your company as the only solution to their challenges. (See Step 3.)

But avoid any urge to make it about you. It can come off as “Look how smart I am!” Again, turn it back to the prospect. A good way to do this is to make sure you use the word ‘you’ more than ‘I’ or ‘we’ in this section.

Cover Letter Example 4 - Legal services

Cover Letter Example 5 - SaaS/Social

Cover Letter Example 6 - Insurance

Why these examples work:

They say what the prospect is likely thinking.

Show you understand all aspects of the prospect’s challenge by bringing up objections before they have a chance to, and then knock them down. Legal advice is too expensive and complicated? Not when you partner with us!

They’re complimentary.

Butter your prospect up a bit. They’re not experiencing these challenges that you understand so well because they’re bad at their jobs. No, maybe it’s just a resourcing issue! Like in Example 5, you can position your team as the experts who take challenging tasks off people’s plates.

They show off the benefits of doing business with an expert.

Give them peace of mind. You’ve done this before and this isn’t your first rodeo. You see and understand the full challenge so you can help clients avoid problems before they crop up.

Step 3: Show you have the right solution

Okay, NOW you can talk about yourself. With a few cautions:

• Keep it relevant. Your company’s Best Float win at the local parade is cool and all but now’s not the time.
• Keep it concise. It’s time to ‘elevator pitch’ your solution.
• And keep it upbeat without overhyping. You want your solution to sound attractive, but don’t write cheques with your cover letter that the rest of the proposal can’t cash.

Cover Letter Example 7 - Solar

Cover Letter Example 8 - Web design

Cover Letter Example 9 - PR

They keep things high-level

No need to outline the eight different ways you’ll test their website or every single PR tactic you’ll use. This isn’t a book report on your proposal.

They still stay specific.

“Public relations...creates and maintains your public image, and positions you as a leader in your industry” is better than “we make you look good”.

But notice that these examples don’t use jargon. If a jargon-y phrase is used, like responsive design, it’s immediately explained in a non-technical way. Stick to plain language like this, unless you cater to a highly-specialized specialized audience that will understand acronyms and look for that industry-insider lingo.

They show how you’re putting everything on the table.

Look at how these cover letters talk about the sales document they’re about to read over. For example, the proposal is not just a package; it’s a “comprehensive package”.

It’s the difference between presenting the proposal as ‘here’s some info’ and ‘we’re presenting you with all the details, including facts and figures’. Let the reader know that your proposal gives them everything they need to make an informed decision.

Step 4: Show your work

Time for a not-so-humble humblebrag .

Maybe it’s a team skill set you’re known for. Or some original research you’ve done that would resonate with this prospect.

You could showcase how your company is a power-player in your niche via previous work you’re especially proud of or awards you’ve received. Or give a quick preview of your proprietary process.

Basically, the information you include in this paragraph should provide an answer to the question on every prospect’s mind: why should they work with you ?

Cover Letter Example 10 - Exterior pressure washing

Cover Letter Example 11 - Content marketing

Cover Letter Example 12 - Construction

They give the references some ‘meat’.

If you’re talking about existing customers, don’t just name drop. Highlight some impressive outcomes you’ve achieved for them as well. For example, they didn’t just construct a building at NYU, it’s an award-winning building they built at NYU.

They cite the facts.

If there’s a specific accreditation that clients will need to know about (i.e.: are you licensed, bonded, board-approved, etc.?), now’s the time to mention it. Basically, anything that would differentiate you from competitors. In a market dominated by big national brands? Talk about how your business is family-run. Or vice-versa.

They go granular but don’t get into the nitty-gritty.

Again, be as specific as possible without going into too much detail.

Talking about “our process” is okay. But “Our four-step process” is an ideal amount of information for the purposes of this cover letter since you’re going to explain the steps later on in the proposal.

Step 5: Tell them what’s next

Your sales team wouldn’t end a sales call without discussing next steps. Your proposal cover letter is no different.

The closing is your chance to set expectations, either for the prospect or yourself. Don’t forget that you have to keep your end of the bargain. If your cover letter says you’ll follow up with them in a certain amount of time, for Pete Campbell’s sake, do it.

(Bonus: If you’re using proposal software, you’ll be notified when your prospect opens your proposal so you can perfectly time your follow up.)

Cover Letter Example 13 - Construction

Cover Letter Example 14 - Financial Services

Cover Letter Example 15 - Public Relations

They show how the vendor and the prospect together.

Why will this specific partnership work? You’ve talked about them, you’ve talked about yourself, now it’s time to talk about why you’ll go together like a square-hole colander and quinoa. (A square shape keeps the round grains from falling through while you’re rinsing it. Obviously.)

They ask for the sale.

You’ve refrained from selling throughout this cover letter. Now’s the time to ask for the close. Don’t shy away from presuming that you’ll be the winning proposal, that you “hope” they’ll pick you.

They talk about the next steps.

What literally happens next? Should they sign now? Will you be meeting to walk through the proposal before a signature is expected? Are you going to follow up with them? Let the reader know what’s expected of them and what they should expect from you.

A quick caveat before you rush off to write your proposal

There you have it. And now you just plug these pieces into your cover letter and copy these examples word for word and…

Not so fast.

The 15 example snippets above are all pulled from our proposal templates , all written by professional writers. Templates and samples like these are amazing starting points. But they aren’t the end-all, be-all.

Notice that all these samples are written in a slightly different voice? How you word your proposal if you’re in legal or financial services might be different than how you would write one in the marketing industry or the world of pressure washing.

And how YOU word your proposal should be consistent with your brand voice, including language, tone, and style . The information you include should speak to YOUR ideal customer. Remember, the cover letter is your proposal’s first opportunity to persuade your prospect that you’re the best choice to hire.

Conversions don’t come from canned, uncustomized content. Use these steps and examples as the catalyst for your own authentic version of a pitch-perfect cover letter for your proposal.

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Wanna take the guesswork out of closing deals in 2021?

Millions of proposals. Thousands of survey responses. Ten actionable takeaways.

All the data-driven secrets to crushing the closing stages of your sales process are right here.

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How to Write a Winning Upwork Cover Letter (+Sample)

Crafting an Upwork cover letter that wins you the job is one of the two things that drive new Upworkers crazy (the other being how to get approved on Upwork ).

This drove me crazy too when I started out. In fact, I must have spent countless hours and sent so many proposals before I started getting replies.

I almost purchased a $300 course just to get access to their community’s Upwork proposal vault.

If you’re in a similar position, you have come to the right place.

In this article, let’s discuss how to write an effective Upwork proposal cover letter that will win you the job.

Let’s get this started!

From Zero to Hero

When I started using Upwork, it was a while until I was able to land a contract.

When I did manage to land my first contract, I thought I had cracked the code and all I had to do was submit the same cover letter again and again.

Here’s what that (cringy and embarrassing) cover letter looks like:

(Good thing it happened before Upwork started banning accounts who submit way too many proposals without getting an offer.)

Using that stinky cover letter above, I still receive a few replies. But that’s it — no new offers or whatsoever.

Two realizations hit me:

• I knew then that I didn’t crack the code.
• Canned, word for word cover letters don’t work.

After three years, here’s my marketing effectiveness:

Stick until the end and I will show you an example of an Upwork cover letter I used to land a premium deal with a client.

Now, here’s how to make your cover letters better:

Sign up for exclusive updates, tips, and strategies

Answer the Additional Questions First

Many job postings will require you to answer additional questions besides submitting a cover letter.

Here’s a good example:

As you can see, the cover letter comes first followed by the additional questions you have to answer.

Naturally, you may spend most of your energy trying to make that cover letter flawless and then, answer the additional questions with a one-line sentence only, like an afterthought.

What you may not know is that when the client reviews your proposal, he will see the additional questions first.

I discovered this when I posted a job on Upwork.

Here’s one of the answers I got:

As you can see, clients will see the answers to the questions first. The cover letter will be the last element. That’s why when you see questions in the job posts, focus your energy first on the questions.

In a way, additional questions are more important than the cover letter itself.

Address the Client by Name

Whether it’s an Upwork cover letter, a cold email, or a private message on Facebook, addressing the client by name has a great impact.

After all, names are the sweetest and most important sound in any language according to Dale Carnegie’s How to Win Friends and Influence People book.

But does it really increase the effectiveness of your Upwork proposal?

Well, calling the client by name is just the first part of making your cover letter more personal.

It shows that you have done your research and most likely, the content of your cover letter isn’t canned.

As an example, let’s say that you’re the client and you need someone to write new articles on your website.

One of the proposals you received is this:

Would you hire him? Exactly!

The question is, where will you get the name of the client?

How to Find the Client’s Name

It’s easy enough when the job post has the client’s name.

Unfortunately, only around 1 of 10 posts has the client’s name.

If this is the case, scroll down to the client’s recent history and find reviews from past contractors that mentioned the client’s name.

For example, this job post doesn’t contain any clue about who the client is.

But on the client’s recent history, you will find two mentions of his name there.

Sometimes, you may find different names on the client’s history. Some may have addressed the client as Darren, Karen, or John.

To make matters easier, use the name mentioned in a review from a freelancer with similar services as you.

Let’s say that you’re a content writer. A past content writer left a review and addressed the client as John. In this case, use John in your cover letter.

There may also be instances when the client, together with his name, wrote the name of his company. There’s a lot of gold in here simply because you can make even more research.

One of my clients, when he posted the job, only displayed the company name. There was no clue about the recent history of his name. But since the company name was there, I was able to dig deeper.

Here’s a portion of the cover letter I sent that I’m quite sure caught his attention:

This has led to an active partnership. (I can also confirm that working with his particular client’s team is fun and exciting!)

Show Interest

By that, I don’t mean writing a line that says “I’m interested in your job post.”

There are usually two ways to do this:

• Make a suggestion
• Or ask a question

Let’s use this job post I found about a client looking for a content writer for his travel website:

Just because the job description was short, it doesn’t mean you have to put in the same effort and make your cover letter short.

This is often a mistake I see new freelancers do.

But how will you add value to a post as short as this?

If I were to submit a cover letter to do this job post, here’s what I would do:

• Explain to the client what an awesome about us page is and what it contains. (If you’re not aware, the about us page, in addition to telling your story, is an excellent waypoint to different pages or content on your website.)
• Include links to show him what I mean.
• Suggest how I can do the same.
• Ask him for a link to his website.

You can also show interest by mentioning something that only someone who dug deeper will be able to know. An example of this is the cover letter I showed in the earlier section where I mentioned something about the client’s team.

The Rate Matters

This part isn’t much about the cover letter itself but on what job post you submit your cover letter.

One of the things I have learned over the years is that there could be a mismatch between your rate and how much your client can afford or is willing to spend.

For example, no matter how good your cover letter is, it’s impossible for you to ask a high rate for this project.

How did I know this? Looking at the client’s recent history, he paid someone a measly $25 for an educational blog.

From the client’s recent history, you can be certain that he’s only looking for freelancers with (super) low rates.

One more thing: Avoid low-ballers .

These clients will not pay you for what you’re worth. You will only be wasting six connects which you could have used to submit a proposal to a premium project.

Further reading : There are a few job posts that have a high budget but will actually pay you peanuts — they lure freelancers by posting big budgets. This is one of the things I shared in my tips for Upworkers article . It’s perfect for those who are still starting out in Upwork.

Mention Your Experience

I have read numerous posts from “freelance gurus” that you don’t need experience to land premium contracts.

Although there’s truth to it, it’s not the whole truth.

As a client myself, I would like to make sure that the freelancer has the capability to do the tasks and that he’s willing to learn if he doesn’t have the skills yet.

However, freelancers who have previous similar experience and can prove it will most likely win the contract.

Why? Because it’s more certain that they will be able to do the job better and faster, which is a win for clients who go into hourly contracts with freelancers.

In addition to experience, include samples of related work or outcomes that you know the client will love.

For example, after including relevant samples of my work, this client has responded well to my cover letter and we ended up working together.

If you don’t have any relevant samples, just create one, and show it to the client.

Include a Call to Action

At the end of your cover letter, invite the client to do something. It’s proven that they will likely do something if you tell them exactly what to do.

It’s tempting to say “Hope to hear from you soon” or “Hoping for your kind consideration”. But it doesn’t really invite the client to do something.

Here are good examples of effective CTA (call to action):

• Hit that reply button over there to continue our conversation. (Favorite)
• How about we hop on a five-minute call to discuss your business needs?
• If you want to collaborate, let’s discuss it more over the chat.

I have been working with different combinations and so far, the first one has worked best for me. However, I don’t think there’s much difference as long as you keep your call to action, clear, specific, and easy to commit to.

Keep a Swipe File of Upwork Cover Letters

If you’re not familiar with what a swipe file is, it’s basically a folder where you keep all awesome ideas, copies, content, and ideas you have encountered.

In this case, keep a swipe file of Upwork cover letters that worked. Then, reverse engineer them and see why they work.

This is actually how I started improving my cover letter. I found and saved the winning cover letters I found online and try to understand why they worked.

I usually have three places where I store them:

• OneNote (favorite)
• Google drive
• Local drive

A piece of advice: save your cover letters that worked.

Here’s mine:

Since I have a record of what works and what doesn’t, I regularly update and optimize my cover letter to reflect what I recently learned.

That’s how I knew which call to action I thought worked best.

In addition, you may want to include links to your best work too. This makes it easier for you to swap out the samples you want to mention in the cover letter to make sure you only mention the most relevant work samples.

Example of a Winning Upwork Cover Letter

As promised, here is a cover letter I used to land a premium deal with a client.

Note that you can use the pattern I set but make sure you don’t use exact words. This cover letter was designed solely for the certain job post to this cover letter was submitted to.

In a gist, here’s how I did it:

Hey [name] , I’m sure you’ve got a lot of pitches to deal with so I’ll keep this short. I help [your target industry] [the outcome your client would like to get from your service] . In the past, I helped [a previous client you worked with] [the outcome you helped your previous client achieve – should be similar to the outcome the client would like to get] . Here are links to some of my work: – [link 1] – [link 2] – [link 3] [Ask a question or suggest something] Simply hit that “Reply” button over there so we could continue our conversation. Regards, [Your name]

Feel free to use this template.

Win Premium Clients With a Personalized Cover Letter

Writing a winning cover letter is easier than you think. But it will need a lot of practice and trial and error to finally get it right.

As I said, it took me so much time and proposals before I got a reply. From there, I continued optimizing it and seeing what works for my target clients and industry.

I’m definitely positive that as you practice and write more proposal cover letters, you will get better and win jobs.

And if you get lost, try the template I provided above.

Now it’s your turn. Here’s what to do now:

• Go back to Upwork and apply what you have learned from this article.
• Use the template and check my sample for inspiration.
• Get back here and let us know how it went.

And as always, let me know your thoughts by sharing your comment down below.

Alan is the founder of Work Pajama and other sites by Content Growers. When he's not writing here, he's busy helping clients generate more qualified leads and increase sales by educating readers with strategic content and writing blogs.

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25 comments.

I am new and wanted to have virtual work ASAP. Thank you for this blog, will surely help me with my application. Wish me luck!

Stay safe always.

Hey Genera! Glad you find this article helpful to you. I know you can do it! I was able to do it even without experience (or skills) at that time so there’s no way you can’t do it.

Keep it up!

Hi sir I just want to ask in upwork sometimes it offer milestone in specific job how can i break the budget into milestone and what will a put in the description of each milestone ? Thanks God bless

Thanks Alan. Let me go back and re-strategize

Thank you so much for sharing this very informative article. I’m about to start my GVA career… your blog post truly help me a lot. I hope I could make it in this industry.

Good luck on your journey!

I am inspired by your post and I made some notes out of it. I believe it will go a long way to help. Am a newbie in upwork; am good in data entry, typing and I can handle Microsoft Office. But I do not have any past experience in any company or works done before except personal. How do I start, my first cover letter was rejected. Please help out, I will appreciate it. Thanks

My most regards, Hilary

That is tricky since the skills you have are the same skills that 99% of Upworkers have. If I were you, better learn a better skill and try again. For every job post that needs basic stuff, the client probably gets 100+ proposals, so your chance of even being seen is super low. Hope this helps!

thanks so much for this awesome reply of you Alan. We’ve same issue with Hilary. I think your reply here will surely help. Better learn a better skill!

Good to know. Thanks for dropping by!

Thank you for this Allan. This is very useful specially for people like me, just starting careen on being a Virtual Assitant.

Happy to help!

Wow, great tips on writing an effective Upwork cover letter! I completely agree with you on the importance of mentioning your experience.

Including samples of related work or outcomes is also a fantastic idea. It provides concrete evidence of your skills and expertise, and it gives the client a glimpse of what they can expect from you. If you don’t have relevant samples, creating one specifically for the client is a brilliant approach to showcase your abilities.

I also appreciate the emphasis on including a clear call to action (CTA) in the cover letter. It’s true that clients are more likely to respond when you tell them exactly what to do. Your examples of effective CTAs are spot on, and it’s important to make them clear, specific, and easy to commit to.

Overall, these tips are insightful and practical. Thank you for sharing your expertise and experience in writing Upwork cover letters. I will definitely implement them in my future proposals and strive for better results. Keep up the great work!

Your style is so unique compared to other people I have read stuff from. Thank you for posting when you’ve got the opportunity, Guess I will just bookmark this site.

Thanks Eileen!

That’s quite an interesting read. Of late I figured out that it is very difficult to get new jobs in Upwork, though clients are viewing my proposal. So I feel the best way is to rewrite the proposals. Thanks a lot for your input.

Hi Alan, this was very very helpful and am looking forward to learn more from you. I would hope that a Q&A platform will be provided in place for people like us who would wanna feed from your brilliant experience. Thanks!

Thanks, Alin!

Just discovered your content through Google search. Awesome and unique content. Just about to start freelancing on Upwork and I can tell it is of a great help to me. I believe I’ve just find a good teacher here.☺️

Thank you Allan and God bless you.

Hey Patrick!

Appreciate the compliment. I wish you a good fortune on your journey.

Thank you Alan! hope it works. Good luck for everyone.

Hey Alan! Best inspiration tip, Thanks alot.

Excellent information. This article offers practical tips and a clear structure for crafting effective Upwork cover letters. It’s a valuable resource for freelancers looking to stand out and secure projects on the platform.

Thank you for this fantastic guide on writing a winning Upwork cover letter! The tips and sample you’ve shared are incredibly helpful for both beginners and experienced freelancers like myself.

The sample cover letter is a valuable resource. It not only demonstrates the principles you’ve outlined but also serves as an excellent template for crafting our own personalized letters.

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Last Updated on September 6, 2023 by Alan Anthony Catantan

6 Examples: How to Write a Perfect Proposal Letter (Step-by-Step)

By Status.net Editorial Team on November 8, 2023 — 14 minutes to read

• Understanding Proposal Letters Part 1
• Structuring Your Proposal Letter Part 2
• Key Elements of a Proposal Letter Part 3
• Step-By-Step Guide to Writing a Proposal Letter Part 4
• How to Write a Business Proposal Letter (Example) Part 5
• How to Write a Job Proposal Letter (Example) Part 6
• How to Write an Academic Proposal Letter (Example) Part 7
• Successful Business Proposal Email Example Part 8
• Example of a Proposal Letter for a Marketing Project Part 9
• Effective Job Proposal Email Example Part 10

Part 1 Understanding Proposal Letters

A proposal letter is a written document sent to a potential client, employer, or partner, outlining your proposed idea, project, or plan. It aims to persuade the recipient to consider your proposal and take action on it.

To begin with, think of the end goal. Identify what you want to achieve with your proposal letter. This could be anything from securing a contract to obtaining funding for a project. Having a clear objective in mind helps you create a compelling document.

Next, research your target audience. Understand the recipient’s needs, preferences, and potential pain points. Tailor your letter to demonstrate how it addresses their specific requirements boosting your chances of success.

Now, let’s discuss the structure of a proposal letter. Generally, it follows a simple layout:

• Salutation : Start with a formal greeting, addressing the recipient by their full name or title.
• Introduction : Introduce the purpose of your letter, highlighting the central theme of your proposal.
• Body : Explain your proposal in detail, including benefits, costs, timeline, and any other vital information.
• Conclusion : Summarize the key points and request for a follow-up meeting or discussion.
• Closing : End with a courteous sign-off, such as “Sincerely” or “Best regards.”

Part 2 Structuring Your Proposal Letter

Starting with a strong introduction.

Begin your proposal letter with a friendly, professional tone that captures your reader’s attention. Introduce yourself and your organization, briefly explaining your background and experience. Connect with your reader by showing that you understand their needs and goals. Make sure you mention the purpose of your proposal and the solution you want to offer with confidence.

Proposing Your Idea

After laying the groundwork, dive into the details of your proposal. Explain what your solution or idea is and how it addresses the needs and goals mentioned earlier. Make sure to highlight the key benefits, focusing on what’s in it for your reader. Be specific and use facts, figures, and examples to support your claims. Keep your paragraphs organized and use bullet points or bold text to emphasize important information.

For example:

• Benefit 1: Reduction in production costs by 30%
• Benefit 2: Improved customer satisfaction
• Benefit 3: Streamlined workflow processes

This will help your reader easily understand and remember the main points of your proposal.

Ending with a Perfect Conclusion

End your proposal letter on a positive note, summarizing the main benefits and advantages of your idea. Reiterate your enthusiasm and commitment to providing the best solution possible. Offer your assistance in answering any questions or addressing concerns your reader might have. Finish with a call-to-action, such as setting up a meeting or signing a contract, and provide your contact information so they can easily get in touch with you.

Part 3 Key Elements of a Proposal Letter

Clear objective.

A successful proposal letter begins with a clear objective. When writing your letter, make sure to state the purpose of the proposal in a concise and straightforward manner. This helps the reader understand what you want to achieve and the solution you’re providing. Avoid using jargon or complex language, as it can be confusing and might lead the reader to misunderstand the core message.

Specific Details

Providing specific details is important to make your proposal letter more persuasive. This includes outlining the scope of work, timeframe, and estimated costs for the project. You should also highlight any unique aspects of your proposal that set it apart from competitors or alternative solutions.

For example, if you’re proposing a marketing campaign, you could outline the target audience, marketing channels you’ll use, content creation, and metrics for success. By providing specifics, you demonstrate that you’ve put thought into the project and have a well-planned approach, instilling confidence in the reader that you are the right choice.

Compelling Reasoning

Your proposal letter should include compelling reasoning for why the recipient should choose your solution. This can include:

• Demonstrating your expertise and experience in the field
• Explaining the benefits of your proposed solution
• Sharing success stories and testimonials from past clients or projects
• Outlining how your proposal aligns with the recipient’s goals and needs

For example, continuing with the marketing campaign proposal, you could discuss how your experience in handling similar projects has led to significant increases in sales and brand recognition for your clients. Also, you might explain how your approach aligns with the recipient’s target demographics or business objectives to strengthen your case.

Part 4 Step-By-Step Guide to Writing a Proposal Letter

• Start by addressing the recipient with their professional title and full name.
• In the first paragraph, state the purpose of your letter and summarize your proposal briefly. Make sure to highlight the key benefits of your proposal for the recipient or their organization.
• In the next few paragraphs, provide details about your proposed project or partnership, such as your objectives, timelines, and expected outcomes. Also, showcase your competence and experience by mentioning relevant achievements or past collaborations.
• When closing the letter, express gratitude for their time and consideration. Offer to provide further information or answer any questions they may have.
• Lastly, include your full name, title, contact information, and signature.

Choosing the Right Format

Make sure your letter is in the right format to make it look professional. You will typically use a business letter format, which includes:

• Your contact information
• The recipient’s contact information
• Subject line (optional)
• Body of the letter

[Contact Details]

Dear [Recipient’s Name],

Re: [Proposal subject]

[Body of the letter]

[Your Name]

Setting the Tone

Maintain a friendly yet professional tone throughout your proposal letter. Be polite and respectful, addressing the recipient by their full name, and using “please” and “thank you” when appropriate. Keep the language conversational but clear, so your reader can easily understand your proposal. Stay away from overly technical terms or jargon, unless it is necessary and you’re sure your recipient will understand it.

Drafting the Body

Begin by providing an overview of the problem or need your proposal is addressing. Clearly explain the issue and why it’s important to solve it. Next, describe your proposed solution in detail, outlining your plan and how it will benefit the recipient. Be specific and realistic in your description; for example, if you’re proposing a project with a timeline and budget, include concrete figures and dates.

Break down your proposal into smaller sections, using separate paragraphs or even bullet points if helpful. This makes it easier for your reader to follow your argument and understand the various aspects of your proposal. Here’s a quick outline of what you should cover in the body of your proposal letter:

• Problem/need introduction
• Proposed solution
• Benefits of the solution
• Timeline and budget (if applicable)
• Your qualifications (why you’re the right choice to carry out the proposal)
• A call to action (how they can take the next step)

Proofreading Carefully

Before sending your proposal letter, take the time to thoroughly proofread it for errors in grammar, spelling, and formatting. Ensuring that your letter is polished and error-free shows the recipient that you take your proposal seriously and are committed to quality in your work. If possible, ask a colleague or friend to review your letter as well since a fresh set of eyes can often catch errors that you might have missed.

Part 5 How to Write a Business Proposal Letter (Example)

When writing a business proposal letter, your goal is to present your ideas or services in a way that’s compelling and clear. Business proposal letters can be sent to potential clients, partners, or investors. Here are some tips for writing an effective business proposal letter:

• Start with a brief introduction of your company and its offerings.
• Highlight the benefits of your product or service, focusing on the value it will bring to the recipient.
• Be specific about costs, timelines, and any other relevant information.
• Use clear, concise language, and avoid using jargon or overly technical terms.
• Close the letter by mentioning next steps, such as arranging a meeting or following up with further information.

Subject: New Collaboration Opportunity with [Your Company Name] Dear [Recipient’s Name], I’m reaching out on behalf of [Your Company Name] to discuss an exciting opportunity for collaboration. Our team has developed an innovative marketing strategy that could greatly benefit your company by increasing your customer acquisition rate by 20% within the next six months. […] We look forward to the possibility of working together and will be in touch shortly to schedule a meeting to discuss further details.

Part 6 How to Write a Job Proposal Letter (Example)

Job proposal letters are typically written by job seekers looking to create their own position within a company or to highlight their unique skills and experience. These letters should be concise, persuasive, and tailored to the specific company and its needs. Here are some key points to include:

• Briefly mention your background and skills relevant to the position.
• Describe how your unique abilities can positively impact the organization.
• Offer specific examples of how you can contribute to the company’s goals and objectives.
• End with a call to action, offering to provide more information or meet to discuss the opportunity further.

Subject: Job Proposal for Social Media Manager at [Company] Dear [Recipient’s Name], As an experienced social media professional, I am excited by the opportunity to bring my skills and expertise to [Company]. Based on my research of your current online presence, I believe I can contribute to increasing your brand awareness and engagement through a tailored social media strategy. […] I would appreciate the opportunity to further discuss how my background and passion for social media can contribute to [Company]’s growth and success. Please feel free to contact me at your convenience.

Part 7 How to Write an Academic Proposal Letter (Example)

Academic proposal letters are typically written by students or researchers seeking funding or approval for a research project. These letters should be well-organized, clear, and focused on the proposed project’s objectives and potential benefits. Consider the following when working on your academic proposal letter:

• Introduce the main research question or hypothesis.
• Provide a brief overview of the project’s methodology and work plan.
• Describe the expected outcomes and significance of the research.
• Include information about the project’s potential impact on the field and broader society.

Subject: Research Proposal for Study on the Effects of Mindfulness-Based Interventions Dear [Recipient’s Name], I am writing to propose a research project investigating the effects of mindfulness-based interventions on individuals suffering from chronic stress. The primary aim of the study will be to determine the overall efficacy of these interventions in reducing stress levels and improving overall mental wellbeing.

[…] I am confident that the results of this research will contribute significantly to our understanding of the relationship between mindfulness and mental health.

Part 8 Successful Business Proposal Email Example

Imagine you own a marketing agency, and you’d like to help a local business grow their social media presence. Start by addressing the recipient’s pain points, such as limited engagement on their platforms. Then, briefly introduce your agency and express excitement about working together:

Subject: Boost Your Social Media Engagement with Our Expertise

We’ve noticed that your business has a strong online presence, but engagement on your social media channels seems to be underwhelming. Our team at [Your Agency’s Name] can help you turn this around and maximize your audience interaction.

With our tailored social media marketing strategies, we’ve helped numerous clients increase their online engagement by an average of 65%. Our approach focuses on:

– Identifying and targeting your ideal customers – Creating high-quality, engaging content – Enhancing brand image and authority

We would love to discuss this opportunity further and provide you with a detailed plan on how we can work together to elevate your social media presence.

Looking forward to hearing from you, [Your Full Name] [Your Agency’s Name] [Contact Details]

Part 9 Example of a Proposal Letter for a Marketing Project

I’m excited to present our idea for boosting sales at ABC Company through a targeted marketing campaign.

As we discussed in our previous meeting, the sales figures have plateaued over the past year. Our marketing team has analyzed the situation and developed a strategy to increase brand awareness and boost sales. The campaign will focus on social media, email marketing, and online advertisements.

By implementing this project, we expect the following results:

– Enhanced brand visibility – Increased customer engagement – A 20% rise in sales within six months

The total cost for the marketing campaign is $10,000. This includes creative design, copywriting, ad placements, and performance monitoring. We propose a six-month timeline for the project, starting in December.

I would be delighted to discuss the proposal in more detail or provide further information as needed. Please let me know your availability, and I’ll schedule a follow-up meeting at your convenience.

Thank you for considering our proposal. I look forward to working together on this exciting project.

Best regards, [Name]

Keep in mind that proposal letters vary in length and detail depending on the project’s size and complexity. Always customize your letter to fit the specific requirements and expectations of the recipient.

Part 10 Effective Job Proposal Email Example

Now, let’s say you’re a freelance graphic designer aiming to work with a company that recently launched a new product. Start by expressing your intentions and introduce your expertise. Showcase your experience and services offered related to their needs:

Subject: Elevate Your New Product Launch with Professional Graphic Design Services

Hello [Recipient’s Name],

I recently came across your new product launch, and I believe your marketing materials could benefit from some professional graphic design enhancements. As an experienced graphic designer, I’d like to offer my services to help elevate your visual presentation and attract more customers.

With over five years of experience in the industry, I can create compelling designs for:

– Product packaging – Promotional materials (e.g., brochures, banners, posters) – Social media graphics – Website elements

Please find my online portfolio attached, showcasing my diverse design styles and previous projects. I’m confident that my skills and expertise can significantly contribute to your product’s success in the market.

If you’re interested, kindly reach out to me to discuss further details and pricing.

Best regards, [Your Full Name] [Contact Details]

Frequently Asked Questions

1. what are the key components to include in a proposal letter.

A well-crafted proposal letter should include the following key components:

• Opening Statement: Start with a concise and informative introduction that grabs the reader’s attention.
• Background Information: Provide necessary context to help your reader understand the problem or opportunity.
• Proposed Solution: Outline your proposed solution, including your unique selling points or innovative approach.
• Timeline and Budget: Give a brief overview of the estimated project duration and budget required.
• Call to Action: End with a call to action, inviting the reader to take the next step, whether it’s to request more information, schedule a meeting, or approve the proposal.

2. Can you share some tips on making a proposal letter persuasive?

To make your proposal letter persuasive, consider these tips:

• Use clear and concise language to effectively communicate your ideas.
• Focus on the benefits that the reader will gain from your proposal, emphasizing the value you bring.
• Include specific examples, case studies, or testimonials to back up your claims.
• Address any potential objections or concerns the reader may have and provide appropriate solutions.

3. What’s the best way to structure a proposal letter for a research project?

A research proposal letter should generally include the following structure:

• Introduction: Provide a brief overview of your research topic and its significance.
• Background and Literature Review: Summarize relevant research and demonstrate your expertise in the field.
• Research Questions and Objectives: Clearly state your research questions and the expected outcomes.
• Methodology: Explain your research approach and the techniques you will use.
• Expected Results: Provide an idea of the anticipated results and their significance.
• Timeline and Budget: Outline the project timeline and the funding required.

4. How do I create an effective business proposal letter for a potential client?

To create an effective business proposal letter, follow these steps:

• Start with a strong opening that captures the client’s attention.
• Clearly state the problem or opportunity your proposal addresses.
• Present your proposed solution, focusing on its unique and beneficial aspects.
• Provide evidence of your expertise and past successes, such as case studies or testimonials.
• Detail any necessary resources, deliverables, and a realistic timeline.
• End with a compelling call to action, inviting the client to take the next step.

5. In what order should I present my ideas when writing a proposal letter step by step?

When writing your proposal letter, present your ideas in a logical order that flows well for the reader. A typical order could include:

• Opening Statement: Grab the reader’s attention and introduce your proposal.
• Background Information: Provide relevant context to help your audience understand the issue or opportunity.
• Proposed Solution: Detail your unique and compelling solution to the problem.
• Evidence and Support: Showcase your expertise, past successes, and any supporting data.
• Timeline and Budget: Give an overview of the project’s duration and required funding.
• Call to Action: Conclude with a strong call to action that encourages the reader to move forward.
• 5 Examples: How to Write a Letter of Employment
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• 9 Inspiring Examples - How to Write a Thoughtful Apology Letter

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How to write a proposal cover letter [with example]

Like the devilishly tempting Hostess Ding Dongs treat, a proposal cover letter has to be short, sweet, and dense. Unlike that aforementioned hockey puck of delectability, proposal cover letters cannot be mass-produced. To write a proposal cover letter with nary a wasted word, you first need to understand its strategic significance in the overall proposal.

I’ve spent more than 17 years on proposals and have written hundreds of proposal cover letters. When I started, we printed out proposals and created huge binders to share with reviewers. Reviewers would open the binders to see the proposal cover letter, then an RFP executive summary , and then dig into the proposal itself. Binders are part of a bygone era; there’s been a big digital shift since I started.

Requests for paperless submissions and the growing popularity of online portals has altered the strategic significance of the proposal cover letter. It’s gone from a “must-have” element, to a “nice-to-have” one. My background is predominantly healthcare and insurance. Anecdotally, maybe only 30% of requests for proposals (RFPs) in healthcare and insurance request executive summaries while most volunteer that a cover letter is optional. If they give you an option, take it.

Some online portals don’t even give you an opportunity to include extra documents like cover letters. In such cases, you now have to include the cover letter as part of your proposal PDF. At the same time, RFPs are more complex than ever, requiring more details in submitted proposals. Issuers expect you to have your content in order, and a lot of it.

Speaking of issuers and what they’re looking for in proposal cover letters: They don’t need information that they can find on your website, that they can Google, or that sounds canned. They want to make sure you’ve reviewed the RFP requirements, and it’s absolutely essential to hit them with that up front, in your proposal cover letter. Especially if your solution meets all of the issuer’s requirements. Emphasize that fact simply and directly.

What is a proposal cover letter?

The proposal cover letter is meant to frame up your RFP proposal. It’s not a rehashing of the proposal or executive summary . It’s a vehicle to thank the issuer for the opportunity to respond, to say, “We’ve seen your business requirements and composed this proposal because we think we’re the best partner for you.” Think of it as the bow on your RFP proposal package.

Whether paper, PDF, or stone tablet, one thing that hasn’t changed about the proposal cover letter is that it’s your first opportunity to declare the value propositions that differentiate yours from competitive proposals. These value props will be the threads that weave through your proposal, from cover letter, to executive summary, to answers to questions.

As far as length, I aim for a page and a half when I write proposal cover letters. Try to keep it under two. Go longer only if a template or specific framework for the cover letter is provided by the issuer, which is sometimes the case in government RFPs.

Why a good proposal cover letter matters

RFP reviewers will be looking for deviations in responses. Deviations among responders as well as deviations from their (the issuers) requirements.

When you can write a cover letter and state, “After reviewing the RFP, we are confident that our solution meets all requirements and detail that fact in our proposal,” you make a compelling argument for reviewers to concentrate on how your proposal illustrates how you solve problems. They’ll notice cover letters that do not mention something that direct, and will review those proposals to look for where the solutions fall short.

When should you write the proposal cover letter?

It’s page one so it should be written first, right? Not necessarily. I’m a proponent of writing the executive summary first, the cover letter second, and then building the proposal. Certainly review the RFP first so you can determine what it’s asking for. But don’t just jump into a response from there. Take the time to establish the value props that will make it a cohesive proposal.

Writing the executive summary first helps you formulate your argument and determine which content you’ll need for the proposal. Once you know what you need to be persuasive and how you can solve the issuer’s problem, then you can develop the three-to-five value props (I try to boil it down to three solid, unique value props) that you can define in the proposal cover letter.

Who signs the proposal cover letter?

Notice I didn’t title this section, “Who writes the proposal cover letter?” The person who writes it and the person who signs it may not be one and the same.

If your proposal team is fortunate enough to have a dedicated writer, then have them write the letter based on input from the frontline sales rep. Whoever writes the letter must be fully informed of response strategy and have intimate knowledge of the proposal and executive summary. Strategy, voice, and style need to be consistent across all documents (cover letter, executive summary, and proposal).

Who signs it depends on a variety of factors. In most cases, the frontline sales rep will sign the proposal cover letter. They have the relationship, own the strategy, and likely conducted the discovery that informed the proposal. However, it’s not uncommon for an executive sponsor such as a VP of sales to sign. The thinking being that executive reviewers may appreciate seeing a proposal that’s been vetted by a fellow executive.

There are also those cases when the executive of executives, the CEO, signs the letter. There are two common scenarios for this play. One, the RFP may be large enough to represent a significant percentage of a responder’s annual revenue. Two, the responding organization is concerned with appearing relatively small, and in an effort to improve its stature, seals the proposal with a CEO’s signature.

There’s definitely some gamesmanship at play here. Even so, the name on the letter will never overshadow the content of the proposal.

7 steps to write a proposal cover letter

The compact nature of the proposal cover letter makes it difficult to fit everything in one or two pages. Good writers are valuable assets in these instances. Every proposal cover letter should contain the following sections:

• Thank the issuer (and broker, where applicable) for the opportunity.
• Recite your understanding of the opportunity to validate that you reviewed the RFP requirements.
• List your abilities to meet requirements. If you can meet all of them, lead with that fact.
• Describe your value propositions. You’re trying to portray that, “This is what we bring to the table, and that’s why we’re the best choice.”
• Provide a high-level future snapshot of what business will look like after your solution is chosen.
• Conclude with a persuasive delivery of your understanding of next steps: “We look forward to the opportunity to discuss our proposal further.” Show that you’re able and willing to move forward in the sales lifecycle.
• Sign it from the frontline sales representative or executive sponsor. This should not look like a form letter from the organization as a whole.

3 common mistakes to avoid

Beyond the mistakes of not including a proposal cover letter at all or writing one that’s too long, proofread your next letter for the following mistakes before sending it.

• Avoid repeating anything from the executive summary or proposal. Those documents need to live on their own, just like the proposal cover letter.
• Don’t waste space with your resume. Something like this… Responsive’s growing list of 600+ clients including 40+ Fortune 500 organizations continue to take advantage of our one-of-a-kind Unlimited User licensing model, expanding their usage on the platform to scale organizational success. With Responsive as their team’s support system, every day they break down silos by facilitating collaboration and efficiency in their RFx response process ….is boilerplate that can appear elsewhere in the proposal or not at all, given that it’s likely available to the issuer on your corporate website.
• If a broker is involved, thank them, too. The proposal cover letter is also an opportunity to directly address the issuer. This can be particularly valuable when a broker is involved. Some issuers rely on RFP brokers to sift through responses to make sure only the best possible solutions get serious consideration. Ignore these brokers at your peril. While the response and executive summary will address the issuer and the problem at hand, the cover letter is where you can give a nod to the broker. Acknowledging their involvement in the process and thanking them for the opportunity as well will at the very least alert all reviewers that you paid close attention to the RFP requirements.
• Don’t guess. Make sure you or someone on your team does the legwork and discovery to inform your response strategy. The more you have to guess, the longer the letter will take to write.

Proposal cover letter example

Feel free to use the proposal cover letter example below as a template for your next letter. One of the many advantages of proposal software such as Responsive is the automation of the cover letter process. Don’t get me wrong, you still have to write it, but RFP software helps:

• Access and write in the template within the platform (no need to toggle back and forth between a word processor and whatever application you’re using to build your proposal)
• Include identical brand elements as the proposal and executive summary
• Add the cover letter to the front of the proposal and/or executive summary when you output it for submission

When you use the following example, you’ll need to swap out the RFPIO-centric items with your own company and solution information as well as the custom value props for that specific proposal. The three value props highlighted in the example are Salesforce integration, data security, and customer support. For your letter, these will be specific to your solution and the problem stated in the RFP.

Hi [Issuer(s) first name(s)],

Thank you for considering Responsive as your potential vendor for RFP automation software. We are cognizant of the effort it takes to make a selection like this, so we very much appreciate the opportunity. First and foremost, Responsive meets all of the requirements detailed in your RFP. That’s illustrated in greater detail in this proposal. In the meantime, the following capabilities make us confident that Responsive is the most qualified company and solution for [issuing company name’s] [RFP title].

• Helping businesses improve and scale their RFP response process for greater efficiency. The time and resource savings reported to us from our clients has allowed them to participate in more proposals and provide high-quality responses that create additional revenue opportunities.
• Automating the import and export functions, centralizing content for RFPs, and facilitating collaboration among key stakeholders.
• Managing knowledge and content through our AI-enabled Content Library .
• Giving clear visibility into the entire RFP process through reports and dashboards—including project status and progress, and analytics for actionable insights.

We know that it’s important for [issuing company name] to find a solution with a strong integration with Salesforce. This proposal details Responsive’s integration with Salesforce , and how it will work for you. In addition to that, Responsive’s open API allows for integrations with many other technologies for cloud-storage, collaboration, and other desired platforms.

We also take your data security concerns highlighted in the RFP very seriously. You can be assured that your data will be safe and accessible. We work with a variety of enterprise customers and understand the necessary level of security that is required. From the beginning, we made it a priority to build security right into Responsive’s technology, which we continue to maintain. We are SOC 2 and ISO27001 certified, while continuing to pursue other best-in-class certifications to ensure security.

Regarding your requirement for ongoing support following implementation: When it comes to customer support, our technical and account managers are high performers. We have an expert group of 110 nimble programmers and developers who are always ready to provide quick technical fixes (that you can request right within the solution). Our reliable and attentive account team is ready to fully support [company name] should we move forward as your vendor.

Upon deploying Responsive, it’s intuitive user experience is simple to get used to. You’ll also get free access to Responsive Academy for all your training needs, now and in the future. Getting started is as simple as loading that first project. The whole team will be collaborating from there. As your Content Library grows, machine learning will provide more and more automation opportunities. It won’t be long before you see a drastic uptick in proposal quality and number of proposals submitted.

If you’re interested in comparing our solution to other comparable tools, we recommend that you visit software review platform G2 Crowd’s top RFP Solutions grid . This information is based on user satisfaction and places Responsive at the top in all categories.

We look forward to the opportunity to discuss our proposal further. We appreciate your consideration, and wish you luck on your selection.

Thanks, [Signee’s name] [Signee’s title]

You should have it “cover”-ed from here

If you’ve done your research and client discovery, and you know the value props specific to the RFP that you’ve already reviewed, then letter writing will go fast. The better you know the client and people involved, the easier it is going to be for you to tailor the proposal cover letter, the executive summary, and, most importantly, the RFP proposal.

To learn more about how Responsive can help you write better proposal cover letters, schedule a demo today!

• [Guide] RFP proposal software for small businesses
• How to maximize ROI of a strategic response management platform
• Guide to a great RFP response process

Kelly Barnard

Kelly Barnard is the Response Management Strategist at Responsive. With nearly 20 years of experience working in sales and RFP response management, Kelly is passionate about improving processes and leveraging the power of RFPs to help organizations meet revenue goals.

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Tips & Tricks For Making More Money Online

How To Write An Upwork Cover Letter: 5 Tips + Free Template

One of the reasons most freelancers struggle to land clients on Upwork is failing to write a convincing cover letter.

The cover letter is the main component of your job proposal and if you don’t write it well, you won’t be able to get the client’s attention.

Each client who posts a job on Upwork gets dozens and sometimes hundreds of proposals from freelancers. And the only way to grab their attention is to write a cover letter that addresses their needs and requirements.

So if you’re new to Upwork and trying to land a client, keep reading. This guide will help you write better, more focused, and well-optimized Upwork cover letters to get more responses from your clients.

What Is An Upwork Cover Letter?

The cover letter is an essential part of a resume or CV. Normally, when you’re applying for a job, you include a cover letter with your CV to let your potential employer know why you’re applying for the job, what kind of goals you have, and why they should hire you for the position.

Upwork cover letters use the same concept. Whenever you’re applying for a job on Upwork, you now have to fill out a section called Cover Letter.

Here, you can write a detailed yet concise message to clients explaining how you can help the client and why you’re the best person for the job.

As you can imagine, this is a crucial part of a job proposal that will determine whether you will get the job or not.

Before You Apply For Jobs..

Before you apply for jobs and start writing cover letters, make sure you complete the following steps. Because without these steps, clients will never hire you, even if you write the perfect cover letter.

1. Improve Your Communication Skills

Improving your communication skills is the first thing you should do before applying for jobs.

Learn to write better messages to clients and learn the proper etiquette for writing emails. You can follow this guide to learn more about it.

Also, I highly recommend that you take an online course on copywriting and business communication. Think of it as an investment in yourself.

And it will go a long way to help you write great proposals, cover letters, and communicate with clients like a professional.

If you’re interested, start with these Skillshare classes:

• Business Communication Skills: Write & Speak More Professionally
• Copywriting: Essential Skills For Writing Engaging Marketing Copy
• Professional English Emails: Write Clearly and Effectively

2. Optimize Your Upwork Profile

The next thing you need to do is optimize your Upwork profile.

When you apply for a job and send a proposal to a client, one of the first things they do is check your profile.

Now imagine doing all the work to find the perfect job and write a great cover letter while you have a terrible profile. It will only send those potential clients away. Don’t make that same mistake.

I wrote a complete guide on creating an effective Upwork profile. Give it a read and optimize your profile accordingly.

3. Gather Some Samples

Now, you can say all you want about your skills and abilities in your proposal but the client will never believe you if you don’t have hard evidence to back your claims.

So make sure you have some samples of your work to show the clients.

If you’re a writer, you can include links to your previously published articles.

If you’re a graphic designer, you can include a link to your portfolio.

If you don’t have any links to show, attach sample documents and files in the proposal.

4. Ask For The Right Price

When using Upwork to find jobs, asking for the ideal price is very important. Because it’s always going to be a bidding war between freelancers.

But the key to finding the right price is not to ask too low that clients think you’re desperate. Or ask too much that turns clients away.

To figure out the sweet spot between the two, you can check the Upwork services section.

Browse the category related to your work to see what other freelancers are charging for similar jobs.

Then come up with a price that fits your client’s budget and the regular rates at the same time.

5. Only Apply For The Right Jobs

There are some freelancers out there who apply to every job that comes up in their feed while copy-pasting the same cover letters and proposals.

This is a huge mistake that will get you nowhere.

Learn to pick the right jobs that fit your set of skills. Find jobs that have detailed descriptions that give you more information about the job. So that you can research the client and their industry to write better cover letters.

What To Include In Your Cover Letter

Once you complete all the initial steps to optimize your profile and writing skills, here are the most important points you need to cover in your cover letter.

• Address the client by their first name (eg: Hi John,)
• Mention that you’ve read the entire project description
• Do some research to understand what the client is asking for
• Provide solutions to the client’s pain points
• Mention why you’re the perfect person for the job with facts (eg: I have 5 years of experience in social media marketing and I worked for client X)
• Show examples of your previous work, portfolio, or client case studies
• In the end, mention that you have a strategy in mind for the client’s project and ask them to DM you for details
• Remember to keep it short, detailed, and concise

You’ll see how all these points come together in the example and the cover letter template below.

How To Write Cover Letter for UpWork

It’s best to write the cover letter on different software like Google Docs or MS Word and then copy it over to Upwork. You wouldn’t want to accidentally hit send while you’re writing the cover letter.

As I mentioned before, learning to write well is very important. Taking a copywriting class will not go to waste.

Take all the key points I mentioned in the previous section. Write in friendly and simple words to describe your proposal for the client.

Here’s a quick Upwork cover letter example to show you how it’s done:

Hi John, I read your entire job description and I think I’m the perfect person for the job. Here’s why: -I noticed that you’re looking to build an online store website. I think WordPress is the best platform to build your website and I have over 5 years of experience building WordPress sites -I’ve built WordPress websites for many clients including CocaCola and Pepsi -Here are just a few of the links to websites that I’ve recently built for other clients (include links here. Or attach your sample documents) -I have a really great concept idea for building your website that will make your brand look even better than your competitor (Do research to find the competitors and mention the name here). Send me a DM or respond to this proposal so we can discuss more details I’m really excited about this project and to work with you to build something amazing. Looking forward to your DM. -Your name

See how simple and concise that looks. And we covered all the key points in that 150-word cover letter. You can easily edit this message to include skills and experience related to your industry.

There are also great tools you can use for writing your cover letter online . They offer more professional-looking layouts that you can easily customize, which are ideal for applying for not just freelancing jobs but for any type of job application.

Free Upwork Cover Letter Template

I made a more beautifully formatted Upwork cover letter template that you can use when applying for jobs. You can download it below.

Make sure to edit and customize this template according to your needs.

10 Tips For Writing Professional Cover Letters

Follow these quick tips to make your cover letter look more professional.

1. Personalize Your Greeting

Avoid generic greetings like “Dear Sir/Madam” or “To Whom It May Concern.” Take the time to find out the client’s name and address them directly. A personalized greeting shows that you’ve done your homework and are genuinely interested in the job.

2. Start with a Strong Opening

Grab the client’s attention right from the start. Mention the job you’re applying for and briefly state why you’re excited about the opportunity. Highlight a key skill or experience that makes you a perfect fit.

3. Highlight Relevant Skills and Experience

Focus on the skills and experience that are most relevant to the job. Use bullet points to make this information easy to scan. Be specific about your accomplishments and how they align with the project’s requirements.

4. Show Enthusiasm and Interest

Clients appreciate freelancers who are genuinely interested in their projects. Express your enthusiasm and explain why you’re excited about the opportunity. A passionate approach can make you stand out from other candidates.

5. Address the Client’s Needs

Show that you understand the client’s needs by referencing details from the job posting. Explain how you plan to meet those needs and solve their problems. Tailoring your cover letter to the specific job demonstrates your attention to detail.

6. Include Samples or Links to Work

Provide links to your portfolio or attach samples that are relevant to the job. Seeing your work helps clients assess your skills and makes your application more compelling. Ensure the samples showcase your best work and are easy to access.

7. Keep It Concise and Focused

Clients are often busy and may not have time to read lengthy cover letters. Keep your letter concise and to the point, ideally no longer than one page. Focus on the most important information and avoid unnecessary details.

8. Proofread Carefully

Spelling and grammar mistakes can make a poor first impression. Proofread your cover letter carefully to ensure it’s error-free. Consider asking a friend or using a tool like Grammarly to help catch any mistakes.

9. End with a Call to Action

Conclude your cover letter by expressing your eagerness to discuss the project further. Invite the client to contact you for an interview or to ask any questions. A clear call to action can help move the process forward.

10. Follow Up if Necessary

If you haven’t heard back within a week or so, consider sending a polite follow-up message. Reiterate your interest in the project and ask if the client needs any additional information. Following up shows your persistence and commitment.

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How To Write a Killer Proposal Cover Letter

In general, the three pieces of your proposal that will be read and examined properly are:

• Cover letter / Introduction / Executive Summary

This isn’t a guess. Hundreds of thousands of proposals have been sent using our software Better Proposals and we’re able to pull together statistics from that. We’ve learned that most of the time people spend on a proposal is in those three areas.

This is the meat of your proposals and the content your customer is most interested in. Make their agreement process easy by spending some extra time on these sections. 

Of course, when using Better Proposals, the extra time  isn't a lot since we speed up your proposal process and give you more time to spend on the creative process. 

Digging Deep

That said, the most important thing to include in your proposal letter is that you understand the reader's needs and long-term goals.

This extends beyond simply telling them that they want a quote on a [fill in the blank]. 

In your meeting with the prospect, you should be digging deep into why they really want it. What are the underlying reasons behind it?

I've spoken about this in this video detailing why most people write their introduction or cover letter wrong.

Try to understand the benefits they expect you to bring them, their budget and whether they have some examples for the solution they want you to provide.

You should know all of this before you even start writing your proposed solution.

Let's look at an example

Your client might say “we need a new website because ours is outdated”. Okay, but what will an up-to-date one do? “Bring us more leads”. Okay, so what you really want is more leads.

You see? And you can go far deeper.

“What’s wrong with the number of leads you’re getting at the moment?” “Why is that even a problem?”

What you might find is that they’re scared their new competition across the road is going to put them out of business in a year if they don’t act fast. Now you have the information you need.

At this point, your proposal letter is about addressing the REAL fears, situations and options rather than at just a surface level.

Clients love to hear their own words in your proposal letter. It gives them confidence in their choice and shows them that you listened.

Now, the rest of your proposal is going to contain details about your plan, your pricing, why you’re different and your case studies. That's what all the best proposal examples include.

If your proposal letter addresses their real issues then you can guarantee that it's going to be read cover to cover.

What is a cover letter?

In the world of business proposals, a cover letter is the initial part of your proposal where you explain that you know the client’s situation and you know exactly how to solve their problem.

The best proposal letters I’ve seen weren’t written with amazing language. What made them stand out is that the person writing them listened carefully to the client before sitting down and writing the proposal letter. 

They highlight how their process will help the client achieve their long-term goals. 

My advice is to use simple language all through your document. Avoid technical jargon and make sure that the client understands everything that is being said.

After all, they will have less technical knowledge than you and also, people tend to mistrust things they can't understand. 

Why do you need a cover letter?

Simply put, the client reading the business proposal needs to get engaged to read the whole thing before signing.

You could just give them a detailed specification right from the bat, but that will make the client too focused on numbers and specific results.

The proposal letter shows them that you’re listening and it gets them “hooked” to start reading.

After they’re done with the cover letter, they can move on to the more technical bits in the detailed specification.

Make sure to keep your proposal letter short, not longer than one page. You should keep your client in mind when you write a proposal letter. Don't expect them to give you too much of their time. 

The connection between a cover letter and a business proposal?

In general, the cover letter is the part that comes before the actual business proposal. Sometimes, this is called a cover letter but we prefer calling it the introduction.

In other words, the cover letter is the first and perhaps the most important element of a business proposal.

Every good business proposal needs to have an introduction. We talk about introductions quite often in our articles, but don’t get confused - it’s the same thing as a cover letter.

The elements of a business cover letter

There are several things that every great cover letter needs. Here are a few to get you started:

• You need to talk about the client - not yourself. Don’t brag about your projects, awards, portfolio, etc.
• Talk “back” at the client - use their own words and expressions from your meetings and discovery calls
• Don’t get too technical - leave that for the next section
• Keep it short and to the point - the aim is to get clients to read through to the end and sign.

When addressing the problem at hand, don't place the blame on your potential client. They know that there is an issue that needs fixing and that's why they asked you for a business proposal. 

You're here to fix the issue, not dwell on it. Keep your introduction positive and set your client up for a good reading experience. 

The cover letter structure

While the content of your proposal will depend on the offer and your industry, the proposal letter should always follow this guide.

Opening sentence

This is the most important part of your proposal. I personally prefer to hit them on the head with a sledgehammer and get right to the point.

Shock them into reading on and learning more. Here's an example using a website design quote:

“You’re busy so I’ll get to the point. The purpose of your new website is to generate enough leads to give your sales team such an easy job they crush your competition without even trying. I’m aware that sounds obnoxious but the rest of this document will explain where that confidence comes from. The website is a means to an end. Anyone can make you a new website but what you’re after isn’t just a pretty picture. You need results and that’s what we do. We’re a results based company and ultimately so are you.”

You're saying something strange. You're suggesting that the website isn't important - that's supposed to be your core skill (in this example), but what happens when you do this is you come across like you're telling them something they shouldn't know.

Like it's a secret.

What happens when someone tells you a secret? You trust them.

Vibe of the letter

The vibe should be direct and void of any indecision. Nothing breaks trust faster than indecision.

This is why it's so vital that you get the information you need beforehand so you're not writing with 'maybes', 'sometimes' and 'ifs' in your voice.

Be sure about what you're saying.

You are the expert. Write like one.

Another mistake that people often make is focusing too much on themselves in the proposal letter. Your client doesn't care about your accolades and what inspired you to go into your line of work. 

Think about it like this. If you reach out to a cleaning agency, you would want to receive a proposal that outlines their services and prices. 

You're not looking forward to reading a proposal letter that explains how the owner got their passion for cleaning. 

The clients want to read about how you'll help them reach their goals and what your next steps are.

When you're closing your proposal's cover letter , always invite them to read the rest of the proposal.

Without fear of it sounding generic, I always like to see people pointing their readers in the way of the case study they've included. It proves that you are the perfect company for the job .

It's a nice lead-on.

Proposal letter template

Now that you know exactly what to write in your executive summary, let's see it in action in this proposal letter example. 

When you use Better Proposals to create and send business proposals, you severely speed up the whole process. 

Since all of our documents are web-based, they get sent as secure links to your clients. Once they open the business proposal, they get treated to a beautifully designed cover page. 

It helps you give a good first impression. 

After the cover page, your client will open the introduction page. If you received a formal request for proposal (RFP), you'll know exactly who to address. 

Once you do that, highlight your reason for sending the proposal - i.e. the problem at hand and your solution for it. 

As you can see in our proposal letter template, you should keep it brief and get straight to your points. 

Since you won them over with a great first paragraph, you can continue your proposal introduction by addressing the process you plan on using. 

After you write a proposal letter once, you'll see how easy it can be when utilizing our software and educational materials. You can find the right proposal letter template and customize it to your needs. 

Cover letters set the tone for the rest of your business proposal, so make sure you do a good job and don't ruin your chances of gaining a new opportunity to work. 

Common proposal introduction mistakes

The elements that affect your executive summary are:

• your industry
• whether a client issued a formal request for a proposal
• does your proposal include a contract

The industry

Your industry will dictate the tone of the proposal, as well as specific details in your executive summary. If you're selling software, you need to explain how you'll research the market and find ut the targeted audience. 

Don't expect the prospect to know every intricate thing about your industry. You need to find the right balance for the amount of information you'll share. 

If the person you're sending the proposal to didn't request it, you need to address the reason for contacting them straight from the beginning. It would be a good idea to address the value, cost and timescales. 

You could also sign your proposal letter in order to make it more personal. 

Proposal software

When you're using proposal software, you don't want the client to print out your document. Because you want them to read the proposal online and utilize the digital signature option in order to speed up the sales process. 

If you want to make sure your recipient is reading your proposal on a screen, keep it in mind when creating the proposal letter. It should be easy to get through, meaning you should break up your text with visuals. 

Furthermore, printing can affect the conversion rate of your proposal. Our research shows that printing decreases your conversion chances by 88%.

What to include in the rest of the proposal?

Once you write a great introduction, you need to focus on the rest of your business proposal.

If you want to win clients' hearts and create a winning proposal, we suggest focusing on benefits, showing the value of your products and services and knowing the clients' budget.

We suggest you start by reading our guide on proposal writing. It will give you great insight into how to win new business. 

Utilize our ideas in order to create professional-looking proposals that will help you win the job and achieve success.

Our guide includes proposal details that will help you set yourself apart from the competition and give you ideas on bettering your business proposals. The more professional your sales documents are, the easier you'll sell your solution. 

Extra tip 

Make sure to use proposal AI, which will give you actionable tips on how to improve your business proposal. It works by comparing your documents to other successfully sent proposals from our platform.

Writing a great proposal letter is one of the most important skills that you can have as a salesperson or business owner.

If you can do this effectively then you simply increase your sales and win better jobs, more often and at a higher price point. The more professional your business proposal is, the better your chances of winning over a client's heart are.

There are some great examples in the Example Proposal Templates section of our site. I encourage you to take a look and crib from them what you like.

If you like what you see, sign up for a free trial and streamline your sales process.

How We Redesigned the Better Proposals Website and Product in 21 Days

For a while now we've felt like the Better Proposals website and system could do with a little love. A spruce up here and there, tidying things up, removing old stuff - a spring clean as such

How to Write a Sales Proposal That Wins Clients' Hearts and Business

How do you convince clients you're the right person for the job? We’ll show you how to guide them from opening your proposal to signing it.

Proposal Coordinator Cover Letter Examples & Writing Tips

Use these Proposal Coordinator cover letter examples and writing tips to help you write a powerful cover letter that will separate you from the competition.

Table Of Contents

• Proposal Coordinator Example 1
• Proposal Coordinator Example 2
• Proposal Coordinator Example 3
• Cover Letter Writing Tips

Proposal coordinators are responsible for creating, organizing, and tracking proposals. They work with clients, sales teams, and other departments to make sure proposals are delivered on time and meet all the requirements.

To get a job as a proposal coordinator, you need to have excellent organizational skills and attention to detail. Use these examples and tips to write a proposal coordinator cover letter that shows hiring managers that you’re the perfect candidate for the job.

Proposal Coordinator Cover Letter Example 1

I am excited to be applying for the Proposal Coordinator position at ABC Corporation. I have more than five years of experience as a proposal coordinator and I possess the skills necessary to manage and execute the proposal process from start to finish. I am confident that I can be a valuable asset to your team and I am eager to contribute to ABC Corporation’s success.

In my previous role at XYZ Corporation, I was responsible for developing and managing the proposal process from start to finish. I was also responsible for creating and maintaining the proposal library. I have experience with a variety of proposal software, including ProposalPak, ProposalMaster, and Primavera. I am also proficient in MS Word, Excel, and PowerPoint.

I am a highly organized individual with a keen eye for detail. I am also able to work independently and under pressure to meet deadlines. I am confident that I have the skills and experience necessary to be successful in the Proposal Coordinator role at ABC Corporation.

Thank you for your time and consideration. I look forward to hearing from you soon with more information about the Proposal Coordinator position at ABC Corporation. I am eager to learn more about your company and how I can contribute to your success.

Proposal Coordinator Cover Letter Example 2

I am writing in regards to the open Proposal Coordinator position at your company. I am confident that I have the skills and experience necessary to be successful in this role.

I have been working in the proposal coordination industry for the past three years and have a proven track record of success. I have a deep understanding of the proposal coordination process and am able to manage and execute projects efficiently and effectively. I am also an expert in using proposal management software such as ProposalPak and ProposalNerd.

I am a highly organized and detail-oriented individual who always puts the needs of the client first. I have a strong working knowledge of the proposal process and am able to develop proposals that are both professional and accurate. I am also able to work independently and under pressure to meet tight deadlines.

I am confident that I have the skills and experience necessary to be successful in this role. I would be grateful for the opportunity to discuss my qualifications further with you in an interview. Thank you for your time and consideration.

Proposal Coordinator Cover Letter Example 3

I am writing to express my interest in the Proposal Coordinator position that you have posted. I believe that my experience as a proposal writer and project manager, along with my education and training, make me an excellent candidate for this position.

I have been working in the IT industry for over 10 years, and I have extensive experience in proposal writing and project management. I have written proposals for both small and large companies, including IBM, Microsoft, Dell, HP, Cisco Systems, and many others. I have also managed projects for companies such as Intel, Apple, and Google. My experience has given me the opportunity to work on a wide variety of projects, including software development, hardware development, website design and development, and more.

My education is another important factor that makes me a good fit for this position. I hold a Master’s degree in Computer Science from Stanford University. My studies focused on computer architecture and operating systems. I also hold a Bachelor’s degree in Computer Science from the University of California at Berkeley.

I would like to thank you for your time and consideration. I look forward to hearing from you soon.

Proposal Coordinator Cover Letter Writing Tips

1. show your writing skills.

In order to be successful as a proposal coordinator, you need to have strong writing skills. This means being able to write clear, concise and persuasive proposals that will help you win new business.

When writing your cover letter, be sure to highlight your writing skills by providing examples of past proposals that you’ve written. You can also talk about how you’ve helped clients achieve their goals by using your writing skills.

2. Customize your cover letter

Just like with any other job application, it’s important to customize your cover letter to match the company you’re applying to. This means doing your research and finding out what the company’s goals are, and then highlighting how your skills and experience can help them achieve those goals.

For example, if the company is looking for someone who can help increase sales, talk about how you’ve increased sales for past clients. Or if they’re looking for someone who is experienced in proposal writing, be sure to mention any awards or recognition you’ve received for your writing skills.

3. Show that you’re a team player

As a proposal coordinator, you’ll be working with a team of people who will be helping you develop proposals. It’s important to show hiring managers that you’re a team player by talking about your past experiences working with a team.

For example, you can talk about how you helped a team achieve a common goal, or how you worked well with others to come up with creative solutions. This will show hiring managers that you’re someone who is able to work well in a team environment.

4. Proofread your cover letter

Just like with any other job application, it’s important to proofread your cover letter for mistakes. This will show hiring managers that you’re detail-oriented and take your job seriously.

Information Technology Specialist Cover Letter Examples & Writing Tips

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An Ultimate Guide to Writing a Winning Job Proposal

Sudarshan Somanathan

Head of Content

May 10, 2024

On average, a new job opening receives 250 applications , which may seem insignificant at face value.

However, realizing that your chances of being selected are just 1 in 250 is sobering.

However, fear not, a killer job proposal could be a competitive differentiator that helps you stand out in the job market. That said, putting your thoughts on paper can be a daunting challenge. As if articulating your value proposition isn’t tricky enough, you must repackage it to make it attractive to the hiring manager.

At the same time, we’ve all had moments when the impostor syndrome kicks in and leaves us doubting ourselves.

While it may be a task and the stakes high, writing a job proposal does not have to be overwhelming. Let us demonstrate the art and science of writing a job proposal that commands attention, sparks curiosity, and lands you your dream job!

What is a Job Proposal? When Should You Use One?

Unique selling proposition.

• Problem statement

Innovative solution

Potential risks, smart outcomes, demonstrable experience, work ethics, actionable closing, step 1: understand the job or project requirements, step 2: research the company and industry, step 3: create an outline, step 4: write an engaging introduction, step 5: showcase your qualifications and expertise, step 6: pitch a potential solution, step 7: provide a breakdown of resources, step 8: end with a compelling call to action, step 9: add annexes, step 10: review and refine, step 11: submit your proposal (and follow up), tips and tricks to make your job proposal stand out, clickup docs, clickup whiteboards, clickup brain, integrations, common faqs.

A job proposal is a formal document that pitches your candidature for a job. It typically spans three to six pages and highlights your qualifications, expertise, and proposed action for a specific role or project. Any job proposal aims to convince the hiring manager that you are an ideal candidate. 

ClickUp’s Job Proposal Template is the perfect way to get started in seconds—get a ready-made document and customize it according to your needs.

A proposal letter is often written after you’ve made initial contact with the organization or when you understand their expectations, strengths, and weaknesses.

As such, some common scenarios where job proposals come into play include:

• Hiring and Recruitment : Use a job proposal to supplement your job application and cover letter. You may also send a job proposal after making it past the interview stage as a form of follow-up
• Internal Talent Mobility : Submit a job proposal with the HR for lateral career progression, switching to a new role internally, or even for promotion
• Freelancing and Consulting : Pitch your specialized service as a freelancer or consultant to potential clients with a comprehensive work proposal
• Project Bidding : Compete and bid for proposed or ongoing projects on a short-term basis with a business proposal

B2B Businesses may also utilize job proposals to expand their client base. Similarly, government agencies may float contracting tenders or Requests for Proposal (RFPs), in which organizations respond with a work proposal. 

However, we’ll focus on job seekers seeking part-time or full-time jobs.

We will work with this narrower understanding of a job proposal—a persuasive pitch for a potential client or employer outlining why you’re the best candidate for a new position.

Key Aspects of a Job Proposal

Now that we understand a job proposal, its anatomy, and when to use it, let’s talk about it. A well-crafted proposal letter typically contains: 

Your Unique Selling Proposition (USP) demonstrates what makes you a good fit for the job. 

Step into the hiring manager’s shoes to understand the company’s requirements and priorities. Use this perspective to craft a USP that blends your skills, experiences, expertise, and qualities. The alignment of your offerings with hiring requirements will make you the best candidate for the new position.

The problem statement in a project proposal identifies specific issues and challenges related to the project, and this logic applies to job proposals. It explains the current pain points or obstacles that are in the way of goal attainment. This demonstrates your understanding of the client’s needs, priorities, and challenges.

It also offers a taste of your domain expertise and research capabilities as you discuss market conditions, customer behavior and preferences, and competitor analysis.

Once you’ve built the context by elaborating on the problem statement, you can segue into the proposed solution.

Here’s where you pitch possible solutions that go beyond conventional approaches. Think of something original, effective, and impactful to display your commitment to delivering value.

Recommending creative and cutting-edge strategies to business challenges will help you stand out among the applicants. It illustrates your ability to think outside the box, apply skill sets or methodologies, leverage technology, adapt to changes, and consider various scenarios in the decision-making process. 

Follow up on the possible solutions with a list of potential risks.

Identify various parameters that could impact solution implementation. You can then recommend risk mitigation and containment strategies. 

Visualize risk as a multi-faceted entity by factoring in variables like resource constraints, technical difficulty, external dependencies, and unforeseen setbacks. Your ability to anticipate and address risks displays your foresight and management abilities. 

A prospective employer would naturally feel more confident and reassured upon witnessing such a hands-on approach to navigating challenges.

Every business objective can be translated into Specific, Measurable, Achievable, Relevant, and Time-Bound (SMART) goals. 

Convert the employer’s requirements, priorities, and preferences into SMART goals and align your deliverables accordingly. By defining SMART outcomes through performance metrics or key performance indicators (KPIs), you offer clear benchmarks for tracking performance, measuring progress, and quantifying value delivery. 

This brings you and the prospective employer on the same page about what to expect from your professional association.

Zoom out from the project-specific details to share your track record of success, professional accomplishments, and relevant achievements. Also, share additional information about your professional goals , past experiences, and career trajectory that have shaped your skills or expertise.

The best way to present such information would be through case studies or customer testimonials. Such concrete examples are a testament to your capability to deliver results.

In this section of your job proposal, you can share relevant details about your values, principles, and work habits that guide your approach to conducting work. 

Such information helps businesses evaluate whether you are a good culture fit. Emphasize qualities of collaborative working, team spirit, responsibility, accountability, and diligence to inspire trust and credibility.

A call to action is a clear directive on what to do next. Start by reinforcing your interest in the new position. Then, encourage further engagement. It may include scheduling a meeting, discussing project-related details, signing the contract, or commencing onboarding. 

Such actionable closing catalyzes the decision-making process, demonstrating your proactiveness in securing opportunities and guiding clients toward a positive outcome.

How to Write a Job Proposal: A Helpful Guide

We’ve got the skeleton ready. So, how about we flesh it out and get to the writing?

Here’s a step-by-step guide on how to write a holistic and complete proposal:

This foundational step can make or break your job proposal.

You must be confident that you are a good fit for the job; only then will you be able to convince the hiring managers.

So, start by carefully reviewing the detailed job description. Note the qualifications, expertise, expectations, and key deliverables attached to the specific requirement. 

Compare these to your skills and qualifications. Highlight areas where the demand-supply match and identify gaps. You may also seek additional details or clarification that helps build a stronger case to your advantage.

Once satisfied that you possess the skills and expertise to apply for the job, start researching the company and the industry. Familiarize yourself with the company’s business models, mission and vision, industry trends, and competitors. 

Keep up with recent developments, projects, or initiatives that will influence this new position. Such thorough research offers insights into the company’s goals, challenges, and preferences, allowing you to tailor the job proposal accordingly. 

For instance, if the company commits to the principles of Diversity, Equity, and Inclusion (DEI), then diversity hires can highlight this in addition to their skills and competencies to improve their chances of selection.

Now that you’ve completed the groundwork, it is time to kickstart the writing part.

Start by creating an outline for your job proposal. It will help you organize your thoughts and present your candidature logically and persuasively.

Typically, you can divide your job proposal into three parts — the problem, the solution, and what makes you the best pick. Highlight the essential parts that you will cover in each section. Consider using an interview template to guide your outline and ensure you don’t forget crucial information.

As they say, first impressions matter. So, make a compelling one with an engaging introduction.

The best way to do it would be to treat it as an elevator pitch . Cut through the fluff and start with an opening statement that captures the hiring manager’s attention. Display your understanding of the job requirements and follow it up with a broad overview of your USP.

Use concise and persuasive language and use a positive tone. Tailor the communication to grab the reader’s interest and leave enough breadcrumbs to encourage them to continue reading.

With the introduction out of the way, back up your claims by demonstrating your skill and expertise in the area.

Set the context with an executive project summary. Share your insights on any background information, industry trends, and specific challenges that can influence project outcomes. This shows that you understand the client’s needs and priorities. 

Then, weave in your skills, experience, achievements, and other credentials to persuade hiring managers that you are the best choice for the job. Pluck concrete examples, case studies, and testimonials that directly align with the project requirements to display your capabilities and past successes.

Doing so will position you as a trusted and reliable subject matter expert who can handle the project effectively.

Build on the foundations of the problem statement to pitch potential solutions. This will act as a platform to display your problem-solving abilities, creativity, and adaptability.

Present a comprehensive solution encompassing the project scope, proposed approach, methodology, and strategies for working on the project. Break them down into manageable phases or tasks for large or complex projects. 

Outline actionable steps that bring the company closer to the desired outcomes, and explain the unique value you bring to the table throughout this journey.

You may share additional details such as the anticipated delivery timelines, work breakdown structure (WBS), project deliverables, and milestones. While doing so, share any constraints or dependencies that may influence the projected schedule. 

Offer a breakdown of resources, such as budget, tools, technologies, or skills required for successful project completion. This grants an overview of your resource management capabilities while giving a glimpse of risk mitigation and planning. 

Be as detailed as possible if you present an itemized cost for the proposed solution or define the tech stack. This realistic estimate of the required resources and your plan for resource allocation must align with the company goals. 

For example, you may prioritize cost-saving and frugal fund management for startups. On the other hand, for enterprise projects where the outcome is synonymous with the brand, the quality of deliverables would be your primary focus. These changing priorities will impact your resource utilization patterns. Customize your proposal accordingly.

Conclude with a compelling call to action to encourage recruiters to take the next steps of hiring you for the new position. Reiterate the key takeaways of your proposal and express enthusiasm for the possibility of working together. 

Encourage the company to contact you for clarification or further discussions. Share your contact details, such as your email, mobile, Skype ID, website, etc., to make yourself accessible. 

Append the appropriate resources, supporting material, or documentation as an annexure to your proposal. This can contain your resume, portfolio, references, testimonials, case study, sample plan, etc. Ensure these annexures are well-organized, easy to access, and relevant to your proposal.

Finally, review your proposal to ensure it is professional, accurate, precise, and error-free. Evaluate the proposal carefully to cross-verify details and confirm that you’ve covered everything. 

While doing so, also format it for enhanced readability and scanability. Using bullet points, bold text, etc., allows you to guide attention to specific parts of your work proposal.

You may use AI writing tools to proofread the proposal for any spelling, grammar, or formatting errors and to maintain consistency in tone and style. At the same time, seek feedback from colleagues or mentors for fresh and diverse perspectives. Incorporate their suggestions and make necessary changes to strengthen your proposal before submission.

Click on the submit button, and you’re done!

Use recruitment tools to track the status of your proposal and follow up with the employer to inquire about their decision. Maintain transparent communication and professionalism throughout the post-submission and follow-up process, and be prepared to provide additional information or clarification.

 Even after the submission stage, displaying high engagement indicates proactiveness and commitment to excellence.

Now that you understand how to write a job proposal, it is time to hone this skill further. 

Here are a few tips and tricks that will push your proposal into the spotlight:

• Personalize the proposal to match the communication style and preferences of the target company. For example, a startup would be comfortable with your informal tone, whereas enterprises that follow hierarchies would appreciate polished, formal communications
• Remember how consumers prefer value over features? Follow the same approach to build a narrative where the focus is on the value you bring to the company, not just your qualifications and experiences
• Rather than merely listing qualities that make you a good fit, share personal anecdotes and real-world examples as a tangible demonstration of your skills and competencies
• Keep the language simple yet impactful. Use jargon or buzzwords only if necessary
• Infuse the proposal with genuine passion and enthusiasm through vivid language and tonality. Communicate a sincere enthusiasm for taking on the new position and convey your eagerness to contribute to the organization
• Use words or phrases that evoke emotions, create a sense of urgency, or other psychological triggers to develop an emotional bond. Similarly, use persuasion techniques such as social proof, scarcity, and reciprocity to compel action
• Incorporate visual elements like charts, graphs, infographics, flowcharts, and images to make your proposal visually appealing, illustrate complex ideas, and break up the wall of text
• Share a prototype, roadmap, mini project, or sample project to showcase your abilities firsthand and differentiate your proposal from others
• If you’re struggling with identifying USPs, review the job description and cherrypick the parts that speak to you. Use these terms verbatim, as the HR software will detect such keywords and use them as triggers to screen your profile
• Tap into your professional networks or head over to social media platforms or forums like LinkedIn or Reddit to get objective feedback on your job proposal

Land the Job of Your Dreams With ClickUp

To craft a compelling job proposal, you must use word processing software, a collaboration platform, a grammar and writing assistance tool, design solutions, etc.

Alternatively, you can swap them out for a single solution—ClickUp.

ClickUp is the one app that replaces all apps. We have seen great success when businesses have used ClickUp for Human Resources , whether managing end-to-end recruitment or onboarding new hires. As such, it should come as no surprise that you can also use it to write a job proposal.

Here are some features that can help:

ClickUp Docs is a centralized platform for storing, managing, and organizing all your documents, including job proposals. Use it to create a new document directly on ClickUp or import an existing one.

ClickUp Docs boasts a powerful word processor that allows you to create rich, value-loaded proposals while maintaining visual clarity. Whether formatting text or embedding multimedia content, everything is easier on ClickUp Docs. Plus, you can use the live collaboration feature to involve your colleagues or mentors in refining the proposal.

ClickUp Whiteboards is an excellent tool that you can use to write your job proposal. For instance, you can use it to conduct a SWOT analysis for the target company and plug your skill set and expertise into the gaps. You may also leverage it to brainstorm ideas, prepare an outline, hypothesize solutions, or document critical highlights of your proposal.

Once you have this idea, converting your thoughts or solutions into visual representations or storyboards to improve your proposal is easier. The rich media or narrative enhances the value of the proposal.

ClickUp Brain is a powerful writing assistant and knowledge manager. Use it to:

• Generate content for the different sections of your job proposal
• Refine concepts, validate ideas, and explore different approaches to writing the proposal
• Research different topics and trends to enhance the proposal
• Polish language and writing style for greater clarity, coherence, and professionalism
• Conduct grammar and syntax checks while improving readability
• Collect feedback on the different versions of the proposal

From initial idea generation to final adjustments, ClickUp Brain can streamline the entire proposal writing process!

ClickUp hosts a rich library of customizable templates for different documents for various use cases. Explore the job proposal template on ClickUp and configure it per the job requirement to save time and effort. Not just proposals, ClickUp also has several checklists that help you stay on track with your proposal writing.

ClickUp integrates with other tools and applications. For example, you can integrate ClickUp with Grammarly to optimize the writing quality. Similarly, it integrates with popular email service providers, allowing you to forward the proposal in just a click!

With the above features, you can be sure of securing a yes on your proposal.

Sign up for free with ClickUp today.

1. What is the format of writing a proposal?

Your proposal’s format may vary depending on the job openings, specific requirements, and the recipient’s preferences.

That said, a typical proposal format should cover:

• Introduction
• Scope of work
• What makes you the best candidate

2. What is included in a job proposal?

A job proposal includes:

• Qualifications
• Proposed solution
• Deliverables
• Call-to-action

3. What are the four Cs of writing a job proposal?

The four Cs of a job proposal are:

• Clear : The proposal should be clear and easy to understand. Follow the KISS principle (Keep It Simple, Silly) to maintain clarity
• Concise : Avoid meandering and keep your proposal to the point. Front-load crucial aspects and relevant information
• Complete : Ensure that the proposal addresses all the critical aspects of the job or project, ranging from your skill sets to terms of engagement
• Compelling : Make your proposal compelling by accentuating your USP, demonstrating expertise, and underscoring your role in organizational success

4. Is a job proposal the same as a cover letter?

No. A cover letter is a brief introduction of the candidate and is typically submitted along with the resume in response to job openings. On the other hand, a job proposal is a detailed document specific to a new position or a project. It aligns the qualifications, services, solutions, experience, etc., with the job requirements. 

5. Is a job proposal the same as a resume?

No. A resume is a profile of your education, work experience, skills, accomplishments, etc. It is often submitted in response to job openings. A job proposal is a more refined resume since it closely matches the job requirement. It is an action item demonstrating how you apply your skills, knowledge, or services to address specific project challenges or problems.

6. What is the average length of a job proposal?

A job proposal is typically three to six pages long.

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Proposal Writer Cover Letter Example

Kick-start your career & find inspiration for your next cover letter with our free, expertly drafted Proposal Writer cover letter example. Make a copy of this cover letter example as it is or rewrite it directly in our HR-approved cover letter builder.

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Proposal Writer Cover Letter Example (Full Text Version)

Dear Hiring Manager,

I am writing to express my interest in the Proposal Writer position at your organization. With 4 years of experience in producing proposals for environmental, civil engineering, and infrastructure projects, I believe I am well-equipped to contribute to your team.

Currently working as a Proposal Analyst at Sunnybank Technical Services (STS), I collaborate with various divisions within the company to research and write proposals for both public and private sector projects. My responsibilities include analyzing RFPs, coordinating input from different departments, organizing text review meetings, and ensuring the submission of error-free proposals. This role has allowed me to further develop skills acquired during my time as a Junior Proofreader at Halliwell Publishing.

In addition to my professional experience, I hold a BA in English and am a member of the Chartered Institute of Editing and Proofreading.

I am excited about the opportunity to join your team and contribute to the exciting infrastructure projects your company is involved in. I have attached my résumé for your review and consideration. Thank you for your time, and I look forward to the possibility of discussing this opportunity further.

Yours sincerely,

Milan Šaržík, CPRW

Milan’s work-life has been centered around job search for the past three years. He is a Certified Professional Résumé Writer (CPRW™) as well as an active member of the Professional Association of Résumé Writers & Careers Coaches (PARWCC™). Milan holds a record for creating the most career document samples for our help center – until today, he has written more than 500 resumes and cover letters for positions across various industries. On top of that, Milan has completed studies at multiple well-known institutions, including Harvard University, University of Glasgow, and Frankfurt School of Finance and Management.

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How to Write a Cover Letter That Will Get You a Job

I ’ve read thousands, maybe tens of thousands, of cover letters in my career. If you’re thinking that sounds like really boring reading, you’re right. What I can tell you from enduring that experience is that most cover letters are terrible — and not only that, but squandered opportunities. When a cover letter is done well, it can significantly increase your chances of getting an interview, but the vast majority fail that test.

So let’s talk about how to do cover letters right.

First, understand the point of a cover letter.

The whole idea of a cover letter is that it can help the employer see you as more than just your résumé. Managers generally aren’t hiring based solely on your work history; your experience is crucial, yes, but they’re also looking for someone who will be easy to work with, shows good judgment, communicates well, possesses strong critical thinking skills and a drive to get things done, complements their current team, and all the other things you yourself probably want from your co-workers. It’s tough to learn much about those things from job history alone, and that’s where your cover letter comes in.

Because of that …

Whatever you do, don’t just summarize your résumé.

The No. 1 mistake people make with cover letters is that they simply use them to summarize their résumé. This makes no sense — hiring managers don’t need a summary of your résumé! It’s on the very next page! They’re about to see it as soon as they scroll down. And if you think about it, your entire application is only a few pages (in most cases, a one- or two-page résumé and a one-page cover letter) — why would you squander one of those pages by repeating the content of the others? And yet, probably 95 percent of the cover letters I see don’t add anything new beyond the résumé itself (and that’s a conservative estimate).

Instead, your cover letter should go beyond your work history to talk about things that make you especially well-suited for the job. For example, if you’re applying for an assistant job that requires being highly organized and you neurotically track your household finances in a detailed, color-coded spreadsheet, most hiring managers would love to know that because it says something about the kind of attention to detail you’d bring to the job. That’s not something you could put on your résumé, but it can go in your cover letter.

Or maybe your last boss told you that you were the most accurate data processor she’d ever seen, or came to rely on you as her go-to person whenever a lightning-fast rewrite was needed. Maybe your co-workers called you “the client whisperer” because of your skill in calming upset clients. Maybe you’re regularly sought out by more senior staff to help problem-solve, or you find immense satisfaction in bringing order to chaos. Those sorts of details illustrate what you bring to the job in a different way than your résumé does, and they belong in your cover letter.

If you’re still stumped, pretend you’re writing an email to a friend about why you’d be great at the job. You probably wouldn’t do that by stiffly reciting your work history, right? You’d talk about what you’re good at and how you’d approach the work. That’s what you want here.

You don’t need a creative opening line.

If you think you need to open the letter with something creative or catchy, I am here to tell you that you don’t. Just be simple and straightforward:

• “I’m writing to apply for your X position.”

• “I’d love to be considered for your X position.”

• “I’m interested in your X position because …”

• “I’m excited to apply for your X position.”

That’s it! Straightforward is fine — better, even, if the alternative is sounding like an aggressive salesperson.

Show, don’t tell.

A lot of cover letters assert that the person who wrote it would excel at the job or announce that the applicant is a skillful engineer or a great communicator or all sorts of other subjective superlatives. That’s wasted space — the hiring manager has no reason to believe it, and so many candidates claim those things about themselves that most managers ignore that sort of self-assessment entirely. So instead of simply declaring that you’re great at X (whatever X is), your letter should demonstrate that. And the way you do that is by describing accomplishments and experiences that illustrate it.

Here’s a concrete example taken from one extraordinarily effective cover-letter makeover that I saw. The candidate had originally written, “I offer exceptional attention to detail, highly developed communication skills, and a talent for managing complex projects with a demonstrated ability to prioritize and multitask.” That’s pretty boring and not especially convincing, right? (This is also exactly how most people’s cover letters read.)

In her revised version, she wrote this instead:

“In addition to being flexible and responsive, I’m also a fanatic for details — particularly when it comes to presentation. One of my recent projects involved coordinating a 200-page grant proposal: I proofed and edited the narratives provided by the division head, formatted spreadsheets, and generally made sure that every line was letter-perfect and that the entire finished product conformed to the specific guidelines of the RFP. (The result? A five-year, $1.5 million grant award.) I believe in applying this same level of attention to detail to tasks as visible as prepping the materials for a top-level meeting and as mundane as making sure the copier never runs out of paper.”

That second version is so much more compelling and interesting — and makes me believe that she really is great with details.

If there’s anything unusual or confusing about your candidacy, address it in the letter.

Your cover letter is your chance to provide context for things that otherwise might seem confusing or less than ideal to a hiring manager. For example, if you’re overqualified for the position but are excited about it anyway, or if you’re a bit underqualified but have reason to think you could excel at the job, address that up front. Or if your background is in a different field but you’re actively working to move into this one, say so, talk about why, and explain how your experience will translate. Or if you’re applying for a job across the country from where you live because you’re hoping to relocate to be closer to your family, let them know that.

If you don’t provide that kind of context, it’s too easy for a hiring manager to decide you’re the wrong fit or applying to everything you see or don’t understand the job description and put you in the “no” pile. A cover letter gives you a chance to say, “No, wait — here’s why this could be a good match.”

Keep the tone warm and conversational.

While there are some industries that prize formal-sounding cover letters — like law — in most fields, yours will stand out if it’s warm and conversational. Aim for the tone you’d use if you were writing to a co-worker whom you liked a lot but didn’t know especially well. It’s okay to show some personality or even use humor; as long as you don’t go overboard, your letter will be stronger for it.

Don’t use a form letter.

You don’t need to write every cover letter completely from scratch, but if you’re not customizing it to each job, you’re doing it wrong. Form letters tend to read like form letters, and they waste the chance to speak to the specifics of what this employer is looking for and what it will take to thrive in this particular job.

If you’re applying for a lot of similar jobs, of course you’ll end up reusing language from one letter to the next. But you shouldn’t have a single cover letter that you wrote once and then use every time you apply; whatever you send should sound like you wrote it with the nuances of this one job in mind.

A good litmus test is this: Could you imagine other applicants for this job sending in the same letter? If so, that’s a sign that you haven’t made it individualized enough to you and are probably leaning too heavily on reciting your work history.

No, you don’t need to hunt down the hiring manager’s name.

If you read much job-search advice, at some point you’ll come across the idea that you need to do Woodward and Bernstein–level research to hunt down the hiring manager’s name in order to open your letter with “Dear Matilda Jones.” You don’t need to do this; no reasonable hiring manager will care. If the name is easily available, by all means, feel free to use it, but otherwise “Dear Hiring Manager” is absolutely fine. Take the hour you just freed up and do something more enjoyable with it.

Keep it under one page.

If your cover letters are longer than a page, you’re writing too much, and you risk annoying hiring managers who are likely sifting through hundreds of applications and don’t have time to read lengthy tomes. On the other hand, if you only write one paragraph, it’s unlikely that you’re making a compelling case for yourself as a candidate — not impossible, but unlikely. For most people, something close to a page is about right.

Don’t agonize over the small details.

What matters most about your cover letter is its content. You should of course ensure that it’s well-written and thoroughly proofread, but many job seekers agonize over elements of the letter that really don’t matter. I get tons of  questions from job seekers  about whether they should attach their cover letter or put it in the body of the email (answer: No one cares, but attaching it makes it easier to share and will preserve your formatting), or what to name the file (again, no one really cares as long as it’s reasonably professional, but when people are dealing with hundreds of files named “resume,” it’s courteous to name it with your full name).

Approaching your cover letter like this can make a huge difference in your job search. It can be the thing that moves your application from the “maybe” pile (or even the “no” pile) to the “yes” pile. Of course, writing cover letters like this will take more time than sending out the same templated letter summarizing your résumé — but 10 personalized, compelling cover letters are likely to get you more  interview invitations  than 50 generic ones will.

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Broader Impacts Grants Manager

How to apply.

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

The University of Michigan's College of Literature, Science, and the Arts (LSA) is expanding our research team to provide additional support to faculty in all three divisions: Humanities, Natural Sciences, and Social Sciences. We are seeking a Broader Impacts Grants Manager to join our growing LSA Research Office team. This individual will assist faculty in amplifying the Broader Impact elements for their proposal submissions with the aim to maximize the impact of the research. This person will assist principal investigators with the DEI, broader impacts, community engagement, education, and outreach-related sections of research grant proposals for a variety of sponsors, including the National Science Foundation (NSF), National Institute of Health (NIH), Department of Energy (DOE), and foundations. In this role, the broader impacts grant manager will be responsible for understanding proposal requirements, highlighting the potential social, economic, and scientific impacts of the proposed research, and conceptualizing strategic plans that align with the proposal aims, the institution's mission, and the sponsor's priorities. Specifically, this individual will be responsible for building relationships with both campus and community partners to help faculty advance broader impacts within their proposals and working with faculty to develop an impactful, achievable plan. 

Why Work at Michigan?

In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family, and plan for a secure future. Benefits include:

• Generous time off
• A retirement plan that provides two-for-one matching contributions with immediate vesting
• Many choices for comprehensive health insurance
• Life insurance
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses

In addition, LSA offers:

• Strong commitment to work/life balance
• Flexible work arrangements with respect to campus stakeholder needs
• Enhanced tuition support programs for LSA courses

Responsibilities*

• Consult and advise on broader impacts, education outreach, diversity, equity, and inclusion components of research grant proposals
• Collaborate with project teams to identify, connect, and establish relationships with potential partners to amplify the broader impact aspects of the proposal
• Draft actionable `broader impacts plans for research grant proposals (e.g., NSF: Broader Impacts, DOE: Promoting Inclusive and Equitable Research (PIER) Plans) in conjunction with the principal investigator
• Review proposal drafts of DEI-related proposal sections and broader impacts for congruence with grant solicitation requirements, proposal, and funder goals
• Develop and maintain strong relationships with internal and external partners, and principal investigators
• Strong initiative and demonstrated ability to work independently and in collaborative settings is essential.
• Partner with Business Office Research Administrators to ensure comprehensive and seamless proposal submission support to faculty
• Coordinate efforts with multiple stakeholders, including co-investigators, subcontractors, and partnering entities to meet required timelines and set project team up for success

Required Qualifications*

• Bachelor's degree required; minimum of 2-5 years of experience in community outreach and engagement, grant proposal development, or related field
• Ability to work with faculty to determine goals of projects and translate them into actionable plans
• Exceptional organizational and time-management skills with the ability to manage multiple projects simultaneously
• Strong knowledge of federal, state, and private funding sources and mechanisms
• Excellent written and oral communication skills
• Ability to work with diverse community and university partners

Work Locations

As part of the University of Michigan's Future Work Initiative and LSA Finance's Flexible Work Arrangements, this position may work on campus or remotely but will require individuals to come to campus as needed for training, meetings, team building, and to foster intentional collaboration.

Additional Information

As one of the world's great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.

As a member of the LSA staff, this individual will be contributing to LSA's rich research enterprise, which seeks to create positive, purposeful change to the state of Michigan, the nation, and the world. Staff in LSA join a welcoming and collaborative culture which values work-life balance, diversity, and inclusiveness, and provides opportunities for growth.

To learn more about diversity, equity, and inclusion in LSA, please visit   lsa.umich.edu/lsa/dei .

To learn more about LSA's Mission, Vision and Values, please visit   lsa.umich.edu/strategicvision .

Mission Statement

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.