A well-crafted proposal submission email is your first opportunity to make a lasting impression on a potential client. Whether you’re sending a business proposal, a project bid, or an RFP response, the way you communicate in your email can determine whether your proposal gets the attention it deserves.
In this guide, we’ll walk you through the best practices for writing a proposal submission email, provide a project submission mail format, and share sample email for proposal submission templates to help you craft a professional and persuasive message.
Why Your Proposal Submission Email Matters
Your proposal submission email is more than just a message—it sets the tone for your relationship with the client. A poorly written email may lead to your proposal being overlooked, while a clear, concise, and compelling email can boost your chances of getting a response.
A strong sending proposal email to client sample should:
- Clearly state the purpose of the email
- Be professional and engaging
- Highlight the key value of your proposal
- Provide a clear next step for the client
Best Practices for a Strong Proposal Submission Email
1. Use a Professional Subject Line
The subject line is the first thing the client sees. Make it clear and direct.
Example Subject Lines:
-
Proposal Submission: [Project Name] – [Your Company Name]
-
[Your Company Name]’s Proposal for [Client’s Project Name]
-
Business Proposal Submission – [Your Company Name]
Avoid vague subject lines like:
“Proposal Attached”
“Here’s My Proposal”
2. Address the Client Properly
Always personalize your greeting. Address the client by their name instead of using generic greetings like “Dear Sir/Madam.”
Example:
-
Dear [Client’s Name],
-
Hello [Client’s Name],
To Whom It May Concern,
Dear Hiring Manager,
3. Start with a Strong Introduction
Your opening should be engaging and straight to the point. Mention why you’re reaching out and reference the project or business opportunity.
Example:
“We are excited to submit our proposal for [Project Name] as per your request. With our experience in [Industry], we believe we can provide a solution that meets your needs and expectations.”
4. Highlight the Key Value of Your Proposal
In 1-2 sentences, summarize what your proposal includes and why your company is the right fit.
Example:
“Our proposal outlines a strategic approach to [specific project goal], leveraging our expertise in [industry/service] to deliver measurable results. We have successfully worked with companies like [Client Name] and helped them achieve [specific result].”
Don’t:
-
Overwhelm the client with too much detail upfront
-
Use generic statements without demonstrating value
5. Attach the Proposal and Mention It in the Email
Ensure your proposal is attached and let the client know where to find it.
Example:
“Attached is our detailed proposal for your review. It includes our approach, timeline, and pricing details.”
“Please check the attached document.” (Too vague)
6. Provide a Clear Call to Action
Tell the client what you want them to do next—schedule a call, review the proposal, or confirm receipt.
Example:
“Please let us know a convenient time to discuss this further. We are happy to answer any questions you may have.”
“Looking forward to your reply.” (Too passive)
7. Close with a Professional Sign-Off
End your email professionally with your name, company, and contact information.
✔ Example:
Best regards,
[Your Name]
[Your Position]
[Your Company Name]
[Your Email] | [Your Phone Number]
Project Submission Mail Format
Below is a professional project submission mail format that you can customize for your needs:
Subject: Proposal Submission: [Project Name] – [Your Company Name]
Dear [Client’s Name],
We are pleased to submit our proposal for [Project Name] as per your request. Our team at [Your Company Name] has extensive experience in [industry/service], and we are confident that our approach aligns with your requirements.
Our proposal outlines:
[Key Benefit #1]
[Key Benefit #2]
[Key Benefit #3]
Attached, you will find our detailed proposal, including our methodology, project timeline, and pricing details.
Please let us know a convenient time to discuss this further. We would be happy to address any questions you may have.
Looking forward to your feedback.
Best regards,
[Your Name]
[Your Position]
[Your Company Name]
[Your Email] | [Your Phone Number]
Sample Email for Proposal Submission
Here’s a ready-to-use sample email for proposal submission:
Subject: Business Proposal Submission – [Your Company Name]
Dear [Client’s Name],
I hope you’re doing well. We are excited to submit our proposal for [Project Name] as discussed. With our expertise in [industry/service], we are confident that our solution will bring significant value to [Client’s Company Name].
Our proposal includes:
-
A detailed approach to [project goal]
-
A clear timeline and deliverables
-
A pricing breakdown tailored to your needs
You will find the full proposal attached to this email. Please review it at your convenience, and let us know if you have any questions. We would love the opportunity to discuss this further and explore how we can collaborate.
Would you be available for a quick call this week to go over the details?
Looking forward to your response.
Best regards,
[Your Name]
[Your Position]
[Your Company Name]
[Your Email] | [Your Phone Number]
Sending Proposal Email to Client Sample (For New Business)
If you’re reaching out to a new client, here’s a proposal sample email to client for new business:
Subject: Proposal for [Service] – [Your Company Name]
Dear [Client’s Name],
I hope you’re having a great day. My name is [Your Name], and I represent [Your Company Name]. We specialize in [service] and have helped businesses like yours achieve [specific result].
I am reaching out to submit our proposal for [service/project], as we believe we can add significant value to [Client’s Company Name]. Our proposal includes:
[Key Benefit #1]
[Key Benefit #2]
[Key Benefit #3]
The full proposal is attached for your review. I’d love the opportunity to discuss how we can collaborate. Would you be available for a brief call this week?
Looking forward to your thoughts.
Best regards,
[Your Name]
[Your Position]
[Your Company Name]
[Your Email] | [Your Phone Number]
Conclusion
A proposal submission email is your chance to make a strong first impression. By following best practices—using a clear project submission mail format, crafting an engaging introduction, and adding a compelling call to action—you can increase your chances of winning new business.
Use the sample email for proposal submission templates above to streamline your communication and leave a lasting impression on potential clients.
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