How to Write a Business Proposal: Common Mistakes to Avoid

“The secret of change is to focus all of your energy not on fighting the old but on building the new”?—?Socrates.

The tradition of writing down plans is not limited to religion, but more so, to business. According to the Bible, “Write the vision and make it plain upon tables, that he may run with it that reads it” (Habakkuk 2:2).

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In the book, “The Monk Who Sold his Ferrari”, it was made clear that you cannot hit a target you cannot see. This implies that you cannot do it without writing down your business plans or proposals.

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In general society, it is said that a blunt pencil is sharper than the smartest brain. It then all boils down to the fact, that writing down plans and by extension, business proposals, is a very important aspect of our business dealings.

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We have established the fact that it is important to write down plans and proposals, but that does not mean, everyone has the skills to do it or is doing it rightly.?

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Writing a business proposal can be an intimidating and time-consuming task, especially if you are aiming to secure a new client or project. A well-written proposal not only outlines your services but also reflects your professionalism and understanding of the client’s needs.

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For this write-up, we will be looking at how to write a good Business proposal, the common mistakes associated with it and how to avoid them.

Without much ado, let us explore how to write a business proposal and highlight the common mistakes to avoid.

In the ever-competitive cut-throat dog-eat-dog environment of the business world, a strong business proposal can make the difference between winning a contract and losing out to a competitor.

There is no doubt then that a business proposal serves as a formal document that outlines your intended work, the benefits to the client, and the financial implications.

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A business proposal is not just about presenting your services; it is about convincing the client that you are the best choice for their needs. While the structure and content of a business proposal can vary depending on the industry and specific project, certain principles can be said to be certainties.

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Understanding these principles and avoiding the common mistakes associated with them can significantly increase your chances of success.

Below are the common mistakes about writing a business proposal and how to avoid them.?

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Key Elements of a Business Proposal

Executive Summary?—?We can call this the bird-eye’s view of the proposal as it is a brief overview of the proposal. It summarises the main points and entices the reader to continue. It also highlights the problem, the proposed solution, and the benefits clearly and engagingly.?

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Problem Statement?—?This is where you clearly define the problem or the need that the proposal addresses. This is where you demonstrate your understanding of the challenges of the client and offer you the opportunity to resonate with the client.

Proposed Solution?—?The bottom line of every business proposal is to offer a solution. In this section of the proposal, you can detail your approach to solving the problem.

You should also use this section to explain how your services or products will meet the client’s needs and provide value.

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Project Timeline?—?In the SMART goal-setting philosophy, T, represents time. It then implies that your business proposal should be time-specific. Use this section of the proposal to provide a realistic timeline for the project, including key milestones. This helps to set expectations and shows your organizational skills.

Budget and Pricing?—?Most popular and reputable business adverts both online and traditional media, come with the caveat, “No hidden costs”. In like manner, this section of your business proposal should offer you the opportunity to be transparent about costs.

So kindly include a breakdown of pricing and any payment terms. Clarity and transparency will help you to build trust, and the trust will serve as the justification for why the client should accept your proposal.

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Qualifications and Experience?—?Every client will be happy dealing with someone who they are convinced knows what they are doing. Use this section of the business proposal to highlight your expertise and past successes, however, if you are just starting, you should be able to demonstrate a reasonable knowledge of the subject matter.

If you can, include case studies or testimonials to demonstrate your ability to deliver results.

Call to Action?—?The goal of writing any business proposal is to convince the client to take action at the end of the day. So, you should conclude your business proposal with a strong call to action. You should encourage the client to reach out for further discussion or to accept the proposal.

Common Mistakes to Avoid

Ignoring the Client’s Needs: Don’t ever make the mistake of writing a client’s proposal from your lenses, always write, wearing the lenses of the clients. One of the most common mistakes you can make is failing to write the proposal to the client’s specific needs.

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When your proposal is generic, it tends to come across as insincere. So, take the time to research the client’s business, understand their challenges, and customise your proposal accordingly.

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Lack of Clarity: Yet again, you cannot hit a target you cannot see. Ambiguity is another word for misunderstandings. So always ensure that your proposal is clear and concise. I guess you have heard about the KISS principle. (Keep It Simple, Stupid). You must avoid jargon unless it is industry-standard, and the client is familiar with it. You should use simple language to explain complex ideas and communicate effectively.

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Overcomplicating the Proposal: It was from a movie, I heard the line, “Easy does it”. While it is important to provide detailed information, overloading your proposal with unnecessary details can overwhelm the client or the reader.

So, limit yourself to only relevant information that supports your case and keeps the proposal focused.

Neglecting Design and Formatting: A picture paints a thousand words. A poorly formatted proposal can detract from your message. To make your business proposal more attractive and readable, use headings, bullet points, and visuals to enhance readability. A clean, professional design reflects your attention to detail.

Failing to Proofread: No one ever gets the perfect draft with the first draft. There are high tendency for typos and grammatical errors can undermine your credibility. So always proofread your proposal before submission. You should consider having a colleague review it as well to catch any mistakes you might have missed. You should also use grammar-checking tools to help with this.

Ignoring the Budget: It was from my dealings with government agencies that I came to know about the term, “Keep in View”. When your proposal is not such, that they are willing to deal with, they will technically reject it with KIV (Keep in View). So, underestimating costs or failing to provide a clear budget can lead to distrust and ultimately lead to KIV.

When it comes to your costs, be transparent about your pricing and ensure it aligns with the value you are offering. Also, justify your costs to help the client understand the investment.

Not Including a Call to Action: Imagine when you received the Facebook link from a friend many years ago and there was no call to action to sign up when you visited the site.

In like manner, a proposal without a clear call to action can leave the client unsure about the next steps. You can use your call to action to encourage them to reach out, ask questions, or schedule a meeting to discuss further.

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Focusing Too Much on Features Instead of Benefits: The interests of every client in every business proposal they receive is not first the aesthetics, but rather how the proposal will solve their problems. So, it is important to note that clients are more interested in how your services will benefit them rather than just the features. So always highlight the advantages and outcomes they can expect from your proposal.

Overlooking the Competition: You might not be the only business the client may be receiving a proposal from. So, failing to acknowledge competitors can make your proposal seem less credible. You must use your USP to highlight how your solution stands out from others in the market. This will show that you are aware of the competition.

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Not Following Up: Your business proposal might go into the trashcan of history if you don’t follow it up after submission. So, it should be natural that after submitting your proposal, you follow it up and not just wait for a response. Follow up with the client to express your continued interest and address any questions they may have.

This will help to demonstrate your commitment and professionalism.

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Final Thoughts?

Writing a business proposal is an essential skill for anyone looking to win contracts and grow their business. By understanding the common mistakes to avoid and focusing on the key elements of a successful business proposal, you can create documents that resonate with clients and set you apart from the competition.

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Remember, a well-written proposal is not just a document; it is an opportunity to showcase your expertise and build a lasting relationship with potential clients.

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By avoiding the common mistakes outlined in this write-up and continually refining your approach, you will be well on your way to mastering the art of business proposal writing.

I hope you enjoyed reading this as much as I did, writing it.

I want to see you win, let us win together.

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